Emails and social media are the two main means of communication used in today’s professional environment. While they work together to foster talks, these two things couldn’t be further apart. Social media is the informal, casual aspect of the ever-expanding internet community. Emails, on the other hand, are typically used for certain completely formal, business-related exchanges. And the communication on each of these platforms differs greatly from the other frequently.
Social media, in any case, is not a problem. It’s been in use by all of us for far too long to count. On social media, we can express ourselves honestly without giving it any thought.
But none of us are particularly familiar with emails.
You might, for instance, get a message asking you to confirm that you received it. If you’ve ever never gotten this kind of email before, you might be unsure of how to respond if you’ve received one.
Your uncertainty, however, is now cleared up. In this article, we’ll explain how to professionally respond to these emails in a way that benefits both you and the recipient.
What does this email mean?
If an email asks you to “Please confirm the receipt of this mail,” it’s crucial to understand what it means before responding. And fortunately, it’s not at that difficult.
You received an email from the person on the other end, and they just want to be sure you read it. However, how would they find out that you have been reading their mail? Similar to WhatsApp texts, emails don’t include blue ticks. How will they verify that you have received and read their message?
Asking the receiver directly if they have read the mail is your only other choice. It is therefore preferable to request confirmation in the main email itself rather than in a follow-up message. And for that reason, the sender of the email included this note.
What can you do, then?
How to Reply Formally to an Email Saying Please Confirm the Receipt of this Mail
All you have to do is send an acknowledgement email in response if you receive this email. To put it another way, you must certify that you have received the mail.
There are numerous approaches to writing an email of acknowledgement nowadays.
These emails are often brief and contain no other information because the primary goal of an acknowledgment email is to let the other party know that the email has been received.
Any of the following templates can be used to create an acknowledgment email:
I hereby certify that, on [date of receipt of the email], I got your email regarding [the primary email you received].
I hereby certify that I have received this mail.
Thank you for your email regarding [the prior email’s subject]. [Date of mail receipt] is when I got it.
The following is a suggested format for your email if you want to include another relevant question or message in addition to the acknowledgment:
I acknowledge that on [day you received the letter], I received an email with the subject line of [enter the subject line of the email you received].
On a different point, I want to inquire about [the subject you want to discuss], offer my opinions regarding it, solicit your feedback, or draw your attention to it.These templates offer a few different options, as was already indicated, to respond to letters.
There is no one right way to write an acknowledgment letter; you are free to use any style you like.
You have the option of writing lengthy or concise emails, or if it fits you better, just reply with the word “Received.” It simply depends on your viewpoint and decision.
How to make sure that your email sounds formal
Any formal communication has some distinguishing characteristics that set it apart from the relaxed, unstructured chats you have with your friends.
Make sure your message is concise:
Any official communication must be clear and concise, which is its most crucial component. That implies that you must leave behind chit-chat, pointless details unrelated to the situation at hand, as well as gossip.
Limit your use of colloquial language:
You should avoid using some words you frequently use in your colloquial language in addition to being precise in your communications. In general, short words should be avoided. This means that while addressing your supervisor or coworkers, you should refrain from utilizing terms like going to, wanna, gotta, or gotcha.
Avoid making things too challenging:
It’s a prevalent misperception that formal interactions call for dense, technical language. In a similar vein, it’s also widely accepted that you should use complex sentences. However, this idea is unneeded and entirely unfounded.
On the other hand, using terms that are difficult to grasp will simply make it more difficult for people to understand you. If others can’t understand what you’re saying, how can you communicate effectively?
As a result, the following is the conclusion: When writing a formal email or message, you should avoid including extraneous material and focus solely on what is important. Don’t use talkative, abbreviated, or colloquial language, but also don’t use a lot of difficult words or sentences.