We regularly send acknowledgment emails to confirm receipt of something. Whether it’s a message, document, application, invoice, or something else you've received, you should let the sender know it has arrived!
In this article, we describe how to acknowledge an email, explaining why the most effective emails are short and straightforward.
Then, we'll show you how with 5 acknowledgment email reply samples and a completely customizable template. At MailMaestro, we're making acknowledgment emails as easy as possible!
How to acknowledge an email
We often tackle tough email issues, but acknowledgment emails are easy. In many cases, they'll be just a few lines long.
The purpose of acknowledgment emails is to reassure the sender that their email has been received. They're similar to confirmation emails, going light on detail (but often including next steps, dates, and deadlines, as we'll explore later).
An acknowledgment email is often used to buy you some time. You can accept an email that has been received (or an resume successfully submitted), then set out the next steps. This strategy is often used with acknowledgment emails for job applications, for example.
You can acknowledge receipt of the message and then set out the steps for a more considered reply. More information means fewer questions!
One of the reasons acknowledgment emails are so easy to write is that they use a standard format. So let's get to business and break that down.
When to send an acknowledgment email?
If you're going to send an acknowledgment email, do it as soon as you can. It's easy to forget to craft a message or send an email, but this could cause disruption or even damage your relationship.
If you're going to send an acknowledgment email, send it as soon as you've received the original message.
Acknowledgment email format
The acknowledgment email format is easy to understand and put into practice. There are three elements to every email sent to acknowledge receipt, including:
- Subject line
- Acknowledgment email body
- Email ending
Here's some more detail about each section.
1. Acknowledgment email subject line
You'll want to use the subject line to convey your message quickly. State the who, what, and when and move on to the next section.
Here are some sample acknowledgment email subject lines:
- I've received your email
- Acknowledging receipt of your application
- Thank you for sending (whatever they have sent)
- Email confirmation – We have received your message
- Thanks for sending us (whatever they have sent)
- Email acknowledgment – thanks for sending your documents! (invoice, application, etc.)
2. Acknowledgment email body
The best emails get to business and keep it brief. Often one sentence is enough to tell the person you've received their message. It's always a good idea to thank someone who has sent you a message (even if it's an invoice or bill).
- I can confirm that we have received your email, and I wanted to acknowledge receipt.
- Thank you for sending me the (invoice, report, etc.). I can acknowledge that I have received it.
You can also add certain things to the email with specific details. Take the example of a job application; you may want to add some additional information to ensure they understand the process. (This can reduce the likelihood of them emailing you to ask further questions!)
- Applications close on (date), after which we'll contact those who have secured an interview.
3. How to end an acknowledgment reply email
You’ll want to close the email with details of how to contact you, or ask for more information if it’s needed.
- You can contact me at (contact details) if you need to chat about this project (document, report, invoice, bill, etc.).
As you'll see from our email samples, you don't need to create pages of content. The essential rule is to keep the email brief and get straight to the point – so that's what we'll do. Onward to our acknowledgment email samples...
Need to write a great acknowledgment email? Try MailMaestro for free!
MailMaestro can help you draft a professional acknowledgment email in a matter of seconds. One of our standout features is the Improve existing email option. You can input your draft and MailMaestro's AI email assistant will refine it, making it more professional, concise, and compelling.
🪄 MailMaestro tip:
Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!
5 acknowledgment email reply examples
We've scoured our inboxes and outboxes to identify 5 everyday situations where an acknowledgment email reply is required. You’ll find a short and simple example of how to acknowledge a job application and confirm receipt of payment.
We finish in MailMaestro style with a customizable template you can shape for every situation.
1. Simple acknowledgment email reply sample
Let's start with a short and snappy email acknowledgment reply sample. It's short, easy to understand, and should take a few seconds to write and send.
2. Acknowledgment email sample to confirm receipt of documents
We're all sending documents, reports, and more by email. It's polite and professional to acknowledge receipt of documents, particularly if they're sensitive or from outside your organization.
3. Acknowledgment email to boss sample
If your boss emails you something important, you should acknowledge and reply to your boss ASAP. Don't waste time or wait; get on with crafting a message!
So, how to acknowledge an email from a boss? Check out our sample here...
4. How to acknowledge payment received via email sample
If someone has sent you cash (in a professional context or a personal one), you have to acknowledge that as soon as possible.
There's always a risk with sending money online, so this email will provide peace of mind that it's reached the right person or place.
This is how we recommend acknowledging receipt of payment.
5. Job application acknowledgment email sample
Acknowledging receipt of a job application is essential, as someone's career could rest upon it. A simple one-line message works, but enthusiastic applicants will often email you with questions.
We recommend adding as much detail as possible in your acknowledgment emails to counteract that happening (and cut out future unwanted emails!). Set out the next steps, including dates and future correspondence.
Bonus professional acknowledgment email templates
If you've read our guide this far but are still stuck on how to send an acknowledgment email, this template is for you.
We've broken down the email into blocks. Work your way through from top to bottom, adding information, editing sections, and deleting unwanted blocks.
By the end, you'll have an acknowledgment email suitable for your specific situation.
General Acknowledgment Email Template
Acknowledgment of Receipt with Follow-up
Use this template when you need to acknowledge receipt and indicate a follow-up action.
Subject line: Confirmation of Receipt and Follow-up
Dear [Sender's Name], Thank you for your email dated [Date]. I am writing to confirm
that I have received it.
I will review the information provided and will get back to you with my feedback by [Specific Date].
If you need any additional information in the meantime, please do not hesitate to reach out.
Warm regards,
[Your Name]
Acknowledgment of Receipt from a Boss
Use this template to acknowledge an email from your boss.
Subject line: Acknowledgment of Your Email
Dear [Boss's Name], I hope you are doing well. I wanted to let you know that I have received your email dated [Date].
Thank you for the detailed instructions and guidance. I will ensure that the tasks are completed as per your expectations and will keep you updated on the progress.
Best regards,
[Your Name]
Acknowledgment of Receipt for a Document
Use this template when acknowledging the receipt of a specific document.
Subject line: Confirmation of Document Receipt
Dear [Sender's Name], I am writing to confirm that I have received the [Document Name] on [Date].
Thank you for sending this document. I will review it thoroughly and will get back to you if any further information is required.
Kind regards,
[Your Name]
Acknowledgment of Receipt of a Meeting Request
Use this template to acknowledge the receipt of a meeting request.
Subject line: Meeting Request Acknowledgment
Dear [Sender's Name], Thank you for your email regarding the meeting request for [Date and Time].
I am pleased to confirm my availability for the proposed schedule.
Please let me know if there are any specific preparations needed from my side.
Looking forward to our discussion.
Best regards,
[Your Name]
Acknowledgment of Receipt for Job Application
Use this template to acknowledge the receipt of a job application.
Subject line: Job Application Receipt
Dear [Applicant's Name], Thank you for submitting your application for the position of [Job Title] on [Date].
I wanted to confirm that we have received your application and our team will be reviewing it shortly.
We appreciate your interest in joining our company and will be in touch with you regarding the next steps.
Best regards,
[Your Name]
Acknowledgment of Receipt for Payment
Use this template to acknowledge the receipt of a payment.
Subject line: Payment Receipt Confirmation
Dear [Sender's Name], I hope you are well. I am writing to confirm that we have received your payment of [Amount] on [Date].
Thank you for your prompt payment.
If you require a formal receipt or have any further questions, please let us know.
Kind regards,
[Your Name]
Acknowledgment of Receipt for an Event Invitation
Use this template to acknowledge the receipt of an event invitation.
Subject line: Event Invitation Acknowledgment
Dear [Sender's Name], Thank you for inviting me to [Event Name] scheduled for [Event Date].
I am writing to acknowledge receipt of your invitation and express my appreciation.
I will confirm my attendance as soon as possible.
Warm regards,
[Your Name]
Acknowledgment of Receipt for Feedback
Use this template to acknowledge the receipt of feedback.
Subject line: Feedback Receipt Confirmation
Dear [Sender's Name], I hope this message finds you well. I wanted to thank you for providing your feedback on [Date].
I acknowledge the receipt of your feedback and appreciate you taking the time to share your insights with us. Your input is valuable, and we will consider it carefully.
Best regards,
[Your Name]
Acknowledging final words
Thanks for reading this guide! We acknowledge that you should now have all the skills (and samples) to create great emails.
Acknowledgment emails really are as simple as a couple of sentences, so don't over-complicate them. Instead, learn the principles (or how to cut and paste) and get on with the rest of the day. Or use Outlook AI Assistant to do the work for you.
