Emails form the entire fabric of professional communication in the modern settings. Despite technology introducing more ways of communication like livechat, video call, audio call, etc., emails remain a cornerstone of communication in the modern world. More than writing emails, it is quite crucial to know how to acknowledge email. Irrespective of whether the email contains an invoice, document, application, or a message, it is important for you to let the sender know that you have received the email. In this blog, we will discuss all about acknowledging email and top tips you must know to acknowledge the sender.
What Is an Acknowledgement Email?
Whenever you receive an email, as a courtesy, you must respond to it. You can confirm that you have received the message and provide information on further interactions or set the expectations for future communication. You can do this through acknowledgement emails, which might look simple, but requires great communication skills. Mastering them can make or break your professional relationships. Generally, acknowledgement emails are polite and brief and their length depends on the context.
Why Acknowledging an Email Is Important?
In simple words, email acknowledgement is basically a response that informs the senders that his or her email has been received and read. The reason it is critical to know how to acknowledge email is because acknowledgement emails are cornerstones for an effective professional dialogue. It shows the professional nature of the receiver, builds trust and lets all parties be involved in the ongoing communication.
Email acknowledgements are also crucial because the inbox contains hundreds of messages so the sender might think that their message has been lost in the oblivion. If you are facing time constraints, then an acknowledgement email can be as simple as “Message is received. I will get back to you soon.” However, to make a better impression on the sender, there are a few tips you must know about composing acknowledgement emails.
Top Ways to Acknowledge an Email
Though, a simple “received” can be an acknowledgement email, it does not quite do justice to the sender. The acknowledgement email must have brevity, timeline, clarity, promptness, confirmation, and an element of personalization. Explore the essential tips using the points mentioned below:
Work on Your Subject Line:
As it is true while composing email, your subject line is the first aspect you need to focus on while writing acknowledgement emails. It is important to keep the subject line concise and focused, stating the exact purpose of composing emails. If you learn to write the right subject line, you are almost half way there in learning how to acknowledge email.
To personalize the subject line, you can even use the name of the sender and set the tone of conversation as per the context. You can even use AI tools like Zeno Chat to create effective subject lines. However, if you are conversing with a client, it is advisable to give a human touch to your subject line to connect with them better.
Find the Best Tone for Your Acknowledgement Email
The tone and voice of your acknowledgement email will set the stage for future communications. Thus, it is important to get it absolutely right so that you can keep the dialogue flowing naturally. It is crucial to read the message you have received thoroughly and understand the context of the message.
After that, determine the relationship you have with the sender, i.e., find out whether the sender is an employee, an investor, a superior, or a customer. You can then decide the direction in which you want the conversation to go. Assessing the relationship with the sender will help you know whether you have to use conversational, inquisitive, or authoritative tone.
Don’t Forget to Include a Greeting
In a rush, you might be tempted to get straight to the point. This can be a mistake especially if it is a festive season. It is advisable to start your acknowledgement email with a brief and polite greeting. Greetings can be simple as “Hello”, “Dear Mr.” along with the sender name, or simply “Greetings for the day.”
If you have received an email during the festive season, you can offer warm wishes to the sender and his family. Including greetings will help you establish the right mood for the conversation.
Write a Focused and Succinct Email Body
Start the body of your acknowledgement email by stating that you have received the sender’s email. If the email contained any attachments, for example, application, document, or invoice, you can inform the sender that you have seen them. It is important to keep the message positive and short, also stating what you are thankful for. After confirmation, you can then include relevant details that will set the stage for future communication. It can be “your application is under process,” “we will get back to you shortly,” “you can expect your due by [date]”, etc.
Include Additional Details If Necessary
There are a few additional details you can include in your acknowledgement email depending on the context, sender, and circumstances. For example, if you are writing acknowledgement to a customer, you can include product details like order numbers, reference numbers, etc. If you are conversing with an investor, you can include meeting details or establish the timeframe for follow-up. It is an effective approach that allows both parties to keep track of conversation.
Finish Your Email and Proofread
The sender should get the feeling that you know how to acknowledge email. It is important to finish your acknowledgement emails in a professional manner. Be sure to end the email on a positive note, express gratitude, and indicate availability if the sender needs further assistance. It is imperative to make sure that you are including name, organization name, and designation at the end of your email. You can even add your signature to improve the authenticity of the response. Proofread your subject line and email body one last time before hitting the send button.
When in Doubt, Keep Things Simple
When you are sending your acknowledgement email is as necessary as how you are sending it. Senders usually expect an acknowledgement within a day regardless of the context. If you are unsure how to respond and the sender is expecting you to respond promptly, avoid complications and keep things simple. Even a sincere “Thank you for your email” with a specific date for further interaction can be effective. All you need to do is make sure that your email is professional, positive, and shows your intent to engage further.
Conclusion
Acknowledgement emails are just a couple of sentences that help you inform the sender that you have received the email and are willing to engage further. As a professional, it is highly important to know how to acknowledge email. Keeping the acknowledgement emails concise, error-free, personalized and positive is important to keep the sender engaged and maintain proper flow of conversation. The blog mentions all the principles you must keep in mind while composing acknowledgement emails.
