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The importance of business letters has been steadily increasing over the past years due to the continuous growth of commerce and industry. It does not matter if you send it via email or physical mail, the most crucial thing to remember is to communicate with the other party in a professional tone or setting. The way you write your letter can say a great deal about you as a business person, whether you are an entrepreneur or a marketer, even before you get the chance to make a first personal interaction.
One of the most common types of letters used in the business world is an acknowledgment letter. An acknowledgment letter is a type of written business document that is often addressed to a company or person to recognize or acknowledge that you have received an item from them. In this article, we are going to explore the different essential information about a business acknowledgment letter and most especially, we will give you some helpful tips and tricks on how you can effectively write a business acknowledgment letter.
Oftentimes, business people and professionals are faced with the need to write acknowledgment letters for different purposes. It is important to know that an acknowledgment letter, which is also known as an appreciation letter, is used as a tool to show receipts of different items. Hence, its principal purpose is to serve as a proof that you have received a particular document or request from another party. While this type of business document can be used as a form of thank you letter, you can also use it anything that involved in any form of legal procedure.
With all the information that is stated above, you can actually come into a consideration that an acknowledgment letter has a dual purpose: a proof or receipt and a tool for establishing a good relationship. So when it comes to doing business with another party, writing a good acknowledgment letter is a great way to show your gratitude for someone who has shown time and effort to towards the accomplishment of your goals or reaching a mutual business agreement.
Just like any other forms of business letters, there are a few particular key elements that should be included in your acknowledgment letter. And since there are different types of business letters, it is important to keep in mind that the elements to use can hugely depend on the type of interaction and relationship that you want to establish with the other party. That is why an acknowledgment letter is used as a public relation necessity, with some professionals even making it a formal courtesy, and sent it to the other party to discuss a business or support an idea.
Before we start di the following elements that you must not forget to include when writing a good and effective acknowledgment letter:
This part of the letter should include the name and the return address of the sender. There are some instances when the sender includes essential contact details, such as phone number or email address. However, if you are using a business letterhead or stationery, it is not necessary to include your return address as it is already found in the letterhead. Moreover, it is always important to include the date the letter was written.
This part of the letter should include the essential information of the recipient, such as his or her name and address. Make sure that you have an accurate and complete information to ensure that the letter gets to its proper destination. If you know the person whom you are addressing the letter, make sure to include title names, such as Dr., or Engr., to add a touch of professionalism. The next line should be the address of the recipient.
The salutation, which is also known as a greeting, should always keep formal. We all know that almost all salutations begin with “Dear + the name of the recipient”. Take for example “Dear Mr. Thomas Jones”. If you are addressing to a female recipient, make sure to use a Mrs. or a Miss. In case you do not know whether she is a Mrs. or a Miss, the safest way to go is to use Miss. However, if you are not sure what title to use when addressing the recipient, then you can go and address them with their first name or full name. Make sure to end the salutation with a colon.
The body should convey your purpose for writing the letter. And since you are writing an acknowledgment letter, it should clearly tell the recipient about the business document, favor or request received by your company. When writing a body of the letter, you must skip one line after the salutation. For its format, you can choose to use a block or modified block letter format, and it should be single spaced with each paragraph left justified.
Oftentimes, the complimentary closing of the letter is brief and ends with a polite remark. Do not forget to thank the recipient and leave four lines between the closing and the name of the sender for the signature.
Although it is not alway required, some sender chooses to include the middle initial of their name. When signing the letter, it is advised to use a dark colored ink, either a black or blue pen.
Although an acknowledgment letter is something that is not tough to write, there are some important things that you need to put into consideration to ensure that you follow the proper format of the letter and set the right tone throughout the letter in order to make it more effective, especially if you are looking to build a good business relationship with the receiving party. That is why in this section, we aim to provide you with some basic yet extremely helpful guideline for acknowledgment letter writing. Read on to know how you can improve your skills in writing an acknowledgment letter that exudes competence and professionalism.
There are various reasons for writing an acknowledgment legger. That is why before you sit dow and start writing, it is important to consider the things that you want to write or include in the letter. If your purpose for writing is to acknowledge a product or items that you have received, then make sure to make an outline of the details that you want to discuss. You also have to keep the required documents ready and choose the key elements that you want to focus. These elements can be price, delivery, freight charges, or payment terms. Make sure that to carefully plan the proper placement of the elements.
There is probably no person here on Earth that can write a perfect acknowledgment letter at one go. That is why you need you need to draft your letter because there will be addition and deletion of information in the content of the letter before you are sure that it is free from any forms of errors and can effectively convey your message to the reader. When drafting the letter, make sure that you write down and arrange all your thoughts. You can edit the paragraph structure and check the letter for any grammar, spelling, and punctuation errors. Keep in mind that the main purpose of drafting your letter is to have clear and concise matter and make sure that all your thoughts and ideas are delivered in an organized and understandable manner.
When writing a business acknowledgment letter, it is recommended to use a stationery with a company letterhead as it shows a physical representation of the organization and adds a professional appearance in your letter. A good letterhead does not only help in creating a good impression, but it is also a perfect tool to communicate your brand to the reader of your letter.
One of the best ways to provide genuineness in your letter to is to be sincere when writing your thoughts and ideas. It is crucial to be sensitive about what the reader will feel when reading the letter. As much you want to show genuineness and sincerely, do not flowery and exaggerated words as it may come across to the reader as being faking or writing the letter just for the sake of formality.
As much as you want to build a good business relationship with the recipient, you do not have to write a long acknowledgment letter. Your letter should be brief and concise and it should only include vital and relevant information. Make sure to use simple words and avoid heavy and lengthy phrases.
Aside from showing sincerity, your letter should also manifest politeness. A great way to show your politeness is to begin your letter with a positive note and keep a polite tone when conveying your message to the reader. If you have any dissatisfaction or grievances for the receiving party, make sure to discuss the issues with a level of professionalism and a positive tempo.
When it comes to writing a letter of acknowledgment, business experts recommend to write and send the letter within a few days of receiving the item. A delayed acknowledgment letter can show the sender that you have not allocated time to acknowledge. Others may think of it as a fake gesture and may remember you for your untimely delivery. If there is any delay for writing the letter, make sure to sincerely apologize for it.
Since we all know that an acknowledgment letter is a form of a business letter, you must ensure that you have carefully check it for any spelling, grammar, and punctuation errors. When proofing your letter, you also have to make sure to examine the formation and structure of the sentences, the clarity and accurateness of the information, roper font usage (Times New Roman, Arial, Calibri, and Verdana) and font size ( keep it between 10 to 12 points).
It has been revealed in a survey that majority of professionals and business people spend about 15 to 20 percent of their time drafting and writing business documents, such as emails, business letters, financial reports, company memos and other forms of business correspondence. To make sure your life easier and more convenient, consider downloading the following sample templates below. These templates are all available for free download and you can easily edit its contents using the required software or use them as your reference when writing your own unique acknowledgment letters.
Now that you have learned everything that you need to know about writing an acknowledgment letter, you may have recognized its importance not only in the world of business but also for personal prosperity. So the next time that you are tasked to write a company acknowledgment letter or receipt acknowledgment letter, make sure to apply everything that you have learned in this article.