It’s one thing to have casual conversations with folks and get to know them. The art of formal conversation, however, is an entirely different game altogether. Formal discussions are crucial in our professional lives, despite how difficult they may seem to the uninitiated. To represent yourself and your business professionally, you must understand language structure, appropriate word choice, and how to respond to questions and suggestions.
However, as you begin to master effective formal communication, you might occasionally run into real-world scenarios that leave you perplexed. It’s possible that you received an email or message with a formal response that you are still unaware of.
An acknowledgment email is an example of one of these emails. When you email a business with a question or a complaint, an executive responds, “I acknowledge receipt of this mail,” or something like. How do you respond to emails like that?
Well, the solution is much simpler than you might imagine. Continue reading to find out the answers to these queries as well as more advice on formal communication.
Do you need to reply?
Let’s start at the beginning and try to grasp the problem.
You frequently anticipate a response from a person, group, or business when you email them. But what sort of response do you anticipate? You might believe that the type of reply you receive depends on the email you sent.
Yes, you are correct. An email’s response is influenced by the prior email.
But occasionally, you might not even anticipate a response.
What if the email you sent was a response to one you had already received? Would you anticipate receiving another communication, for instance, if someone sent you a Thank You message and you answered with a You’re welcome? No, I think. Of course, the recipient is free to respond with whatever else that comes to mind. However, it wouldn’t be anticipated.
The key idea here is that. Although most emails call for a response, some don’t. It is necessary to send gratitude mail. And a welcome mail may be necessary before a letter of thanks. However, a welcome email does not require a response.
In other words, it’s preferable to ignore some emails.
How to Reply Formally to an Email Saying I Acknowledge the Receipt of this Mail
So what exactly is an email acknowledgment? You emailed someone with a question, a suggestion, or anything else. And they acknowledge your email has been received in their reply.
An acknowledgment email serves only to verify that your email was delivered to its intended recipient. Naturally, you are not required to respond to it.
But if you’re feeling very kind, you might also send a thank-you email to express gratitude for their response to your email. But unless you also have something else to say, that would be a bit pointless.
Now, if necessary, we’ll provide you with some templates for responding to acknowledgement emails.
Case 1: Gratitude mail
You can respond using this sample if you merely want to thank the other party for acknowledging receiving your mail:
I want to thank you for responding to my prior email, which was issued on [enter the date you sent the previous email] and confirmed receipt on [insert the date you received the acknowledgement email].
Or you can use this if you want a more straightforward email and a simpler structure:
I appreciate you taking the time to respond to my earlier email, which was sent on [the date you received the acknowledgment email] and was dated [the date of your prior email].
Case 2: Gratitude mail with additional content
You can use the following format if you have any further questions or suggestions unrelated to the subject of the acknowledgment email:
I appreciate you letting me know that my earlier letter, dated [enter the date you submitted the letter], was received on [insert the date the acknowledgment email was received], and I thank you for that.
Aside from that, I’d also like to know about [briefly describe the subject of your inquiry].
You can include a succinct phrase like this at the conclusion of such an email:
I am awaiting your response.
I’m looking forward to hearing from you.
I anticipate hearing back soon.
The email can be added to or changed based on your need. Keeping emails brief and to the point should be your major objective when writing formal emails. Any extraneous knowledge that is not pertinent to the subject at hand is never preferred or valued.
How to formally ask for acknowledgment for an email you send?
We hope you are aware of how or whether to respond to an email of acknowledgement. However, what if you want to request that the recipient confirm that they received your email? In other words, how can you ask someone to acknowledge your email in writing?
The email’s final paragraph should just contain one sentence. Just say that you want the person to acknowledge your email before you sign out. The phrase can sound like this:
I would appreciate it if you could take a moment to let me know that you received this email.
To let me know that you have read this email, kindly reply with a confirmation of receipt.
Once you receive this email, kindly take some time to respond with an acknowledgement.
Any of the aforementioned emails can be used to request an acknowledgment. The second and third versions are shorter and therefore simpler than the first one, which is a longer version. However, they are all essentially the same.