Chapter 9: Acknowledgement Letters: Confirming Receipt of a Document or Request

9.1 Introduction

In professional settings, communication must be prompt, precise, and courteous. One essential tool in maintaining effective correspondence is the acknowledgement letter. These letters are sent to officially confirm the receipt of documents, requests, applications, payments, or goods. They serve as a sign of transparency and accountability between the sender and the receiver.

9.2 Definition

An acknowledgement letter is a formal document that confirms the receipt of a particular item, request, or communication. It assures the sender that their message, document, or transaction has been successfully received and is under consideration or process.

9.3 Purpose and Importance

9.3.1 Purposes of Acknowledgement Letters

• To notify the sender that their submission or request has been received.

• To express gratitude and appreciation for the communication or material sent.

• To establish a timeline for further action or response.

• To provide an official record for both parties.

9.3.2 Importance in Professional Communication

• Builds trust and reliability: Shows professionalism and accountability.

• Creates a formal record: Useful for follow-ups or future references.

• Ensures clarity: Confirms the exact nature and date of receipt.

• Promotes transparency: Especially in job applications, tender submissions, or client communications.

9.4 Key Elements of an Acknowledgement Letter

An acknowledgement letter should be brief, respectful, and to the point. A typical letter includes:

1. Header

• Sender’s address (if not using letterhead)

• Date

• Recipient’s address

2. Salutation

• “Dear [Title] [Name]” (e.g., Dear Mr. Sinha)

3. Opening Statement

• Clearly mention the purpose: to acknowledge receipt.

4. Details of Received Item

• Specify the type of document/request received (e.g., application, payment, proposal).

• Mention any reference numbers or dates, if applicable.

5. Next Steps (if applicable)

• State what will happen next (e.g., under review, will respond in 5 business days, etc.)

6. Closing Statement

• Express thanks or appreciation.

• Offer contact details for further communication if required.

7. Signature

• Full name, designation, and official contact information.

9.5 Types of Acknowledgement Letters

1. Job Application Acknowledgement

2. Payment Acknowledgement

3. Proposal or Tender Acknowledgement

4. Document Submission Acknowledgement

5. Request or Complaint Acknowledgement

6. Donation Acknowledgement

9.6 Sample Acknowledgement Letters

9.6.1 Sample 1: Acknowledgement of Job Application

XYZ Technologies Pvt. Ltd.
HR Department
Bangalore, India
Date: 04 April 2025

Mr. Aditya Sen
Kolkata, India

Subject: Acknowledgement of Job Application – Software Engineer

Dear Mr. Sen,

We acknowledge the receipt of your application for the position of Software Engineer, submitted on 03 April 2025.

Our recruitment team is currently reviewing applications, and shortlisted candidates will be contacted by 15 April 2025 for the next round of selection.

We appreciate your interest in XYZ Technologies and thank you for considering a career with us.

Sincerely,
Pooja Bansal
HR Executive
XYZ Technologies Pvt. Ltd.

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9.6.2 Sample 2: Acknowledgement of Payment

ABC Supplies Ltd.
Accounts Department
Mumbai, India
Date: 04 April 2025

Mr. Rohit Mehta
Finance Manager
Greenfield Constructions Pvt. Ltd.
Pune, India

Subject: Acknowledgement of Payment Received

Dear Mr. Mehta,

We hereby acknowledge the receipt of INR 1,25,000, transferred via NEFT on 03 April 2025 towards Invoice No. 789/2025 dated 28 March 2025.

Thank you for your timely payment. Please find the attached receipt for your records.

For any queries, feel free to contact our accounts team.

Best regards,
Meena Kapoor
Accounts Manager
ABC Supplies Ltd.

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9.6.3 Sample 3: Acknowledgement of Document Submission

Training & Placement Cell
National Institute of Technology
Patna, Bihar
Date: 04 April 2025

Ms. Ritu Yadav
Final Year, B.Tech (CSE)
NIT Patna

Subject: Acknowledgement of Summer Internship Documents

Dear Ms. Yadav,

We acknowledge the receipt of your summer internship documents, including the Internship Offer Letter and Joining Confirmation Form, submitted on 03 April 2025.

Your records have been updated in the Training and Placement database. Kindly submit your Internship Completion Certificate once the internship ends.

Wishing you a fruitful learning experience.

Sincerely,
Prof. Ashok Kumar
Coordinator, T&P Cell
NIT Patna

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9.7 Tips for Writing Effective Acknowledgement Letters

• Be prompt: Send the letter soon after receiving the item.

• Use polite and professional language: Maintain a respectful tone.

• Be specific: Clearly mention what has been received.

• Maintain records: Keep a copy for institutional or company use.

• Customize for the recipient: Avoid overly generic messages.

9.8 Common Mistakes to Avoid

• Delaying the response unnecessarily

• Forgetting to include reference numbers or details of the item

• Sending an informal or poorly formatted letter

• Using vague phrases like “we may have received...”

• Ignoring grammatical or spelling errors

9.9 Email vs. Physical Letter

While acknowledgement letters are often sent via email in modern workplaces, the core components remain unchanged. However:

• Emails should have a clear subject line (e.g., “Acknowledgement of Resume Submission”).

• Attach supporting documents like payment receipts or scanned letters if necessary.

• Keep the email professional and brief, with proper formatting.

9.10 Summary

Acknowledgement letters are essential tools in business and institutional communication. They help maintain a chain of trust by verifying that requests, applications, payments, or submissions have been received and are under review or in process. Writing a timely and clear acknowledgement letter demonstrates professionalism and ensures the sender is confident that their correspondence has been valued and recorded appropriately.