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Even though email is an offshoot of letter writing that came with the digital age, many people have not been able to master letter writing let alone emailing. This isn’t a problem anyway because the difference between an email and a letter is just like the difference between the automatic gear of a car and the manual gear. You need not learn how to drive a car using manual gear system before driving a car with automatic gear system. However, understanding the manual gear system enables you easily grasp the workings of the automatic gear.
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What is Electronic Return Receipt?
So also, understanding letter writing makes professional emailing very easy. Therefore, in examining how to write acknowledgement email replies, we may take cues from the principles of letter writing.
Like you probably know, the major distinctions between letters and emails are:
1. Emails don’t need addresses above the email body. You can read tips and examples on writing and responding to professional emails here.
2. Emails require more elaborate sign-offs unlike letters. You can read more about email closings here.
3. Emails are shorter and simpler than letters. You can read tips for writing effective professional emails here.
Tips and Samples for Writing Acknowledgement Email Replies
We are usually faced with the need to acknowledge various kinds of emails in business. Often times, professionals and businesspersons find it necessary to also add further information to the acknowledgement emails they send. As such, acknowledgement emails now serve a very tangential role in business and professional communication.
Tips for Writing Acknowledgement Email Replies
Here’s what you should bear in mind when writing acknowledgement emails:
- Try to reinforce agreements or revise the terms of agreement if you are at the point of reaching an agreement.
- Promptly notify clients and partners that you have seen their email in order to enable them continue any other necessary task.
- Let your client or partner know if there will be any change in agreement, for example if their order will be delayed for a couple of days.
Samples of Acknowledgement Email Replies
The acknowledgement email reply samples below are meant to serve as guide for crafting acknowledgement emails for different situations.
1. Email Acknowledging a Business Order
A customer has ordered for your product, but you need some more information before shipment or you need to guide the customer on what next to do.
Dear Ms. Kentura,
Thank you for your order of two containers of nitrocellulose thinner. Your goods will be ready in seven (7) working days and will be shipped in exactly eight (8) working days from now.
Before then, we would like to know if you want us to include our souvenirs for your customers as well as sample products from other units. You may choose the sample products you will like to receive from the catalogue we sent earlier.
Our recycled nitrocellulose thinner is made to offer best results at very low cost. We are sure your customers will be very happy with this product.
Thanks again for your order. We look forward to receiving your firm instruction to include our souvenirs and other sample products.
Sincerely,
Ayo Oyedotun
Head of Operations
Maraino Porelli Limited
2. Email Acknowledging Registration for a Course
Someone has registered for your course. You want to thank the person for registering and explain some more details about the course.
Dear Mr. Beans,
Thank you for your recent registration for our 2013 Basic Leadership Course. This email confirms our receipt of your registration fee and bio-data form.
The course will run for three (3) weeks from Monday to Friday, starting from June 3, 2013, and the venue will be Alpha Cathedral. Each session will last two (2) hours, and we shall have just three (3) sessions every day. So, every registrant is expected to resume daily by 8:00 A.M. for the three (3) weeks of the training. Please visit our website – http://afrimash.com/- for further information.
We look forward to seeing you at Alpha Cathedral. Do not hesitate to mail me at any time should you have any question.
Best regards,
Ayo Oyedotun
Certified Mail Receipt How To
Heas, Administration
Anthony Robbins Institute
3. Email Acknowledging Job Application
Top organizations usually acknowledge the receipt of emails of job applications. This sample acknowledgement email is for managers and human resource persons who want to acknowledge the receipts of applications from job seekers.
Dear Ms. Sharon,
Thank you very much for applying for marketing officer position at Breinswaitte Resources Limited. I will be reviewing your application along with the others that we have received in the next couple of days. If you are selected for the next phase of the recruitment process, you will be contacted for an interview session.
We appreciate your interest in our company and wish you the very best in this selection process.
Sincerely,
Ayo A. Oyedotun
Head of Human Resource
Factbook Inc.
Here’s a simpler acknowledgement:
Dear Ms. Sharon,
Thank you for your application for the position of a marketing officer in Breinswaitte Resources Limited (BRL).
We have received a lot of applications for this position and will be short-listing the qualified candidates by September 20. If you have not heard from us by then, please be free to mail me to inquire about the status of your application.
Thank you for your interest in BRL.
Best Wishes,
Ayo Oyedotun
Head, Human Capital Development
Breinswaitte Resources Limited
4. Simple Email Acknowledgement Reply
In very many situations, you will be asked to confirm the receipt of emails where you have little or no information to add. Usually, the sender simply wants to know that you have seen the email and expects a simple acknowledgement from you.
This kind of emails may end with, “Please acknowledge receipt of this message”, “Kindly acknowledge receipt of this email” or “Please acknowledge receipt of this email”.
Simple Email Acknowledgement for job applicants:
Dear Kentura,
This is to confirm I have received this email. Again, I would like to thank you for offering me an opportunity to be a part of your highly esteemed workforce.
Best regards,
Ayo Oyedotun
Simple Email Acknowledgement of a Business Order
Dear Mr. Frank,
This is to confirm that I have seen your email. I look forward to receiving my consignment next week as you promised.
Regards,
Ayo Oyedotun
Assistant, Business Development
Marygold Inc.
Conclusion
No matter the kind of acknowledgement email you are sending, remember all the rules of writing email replies. Ensure you check your CC and revise your email subject, if necessary, before you hit send. Also check your email closing and sign-off to avoid unnecessary errors.
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Think everyone uses email to correspond? It may surprise you to learn that the U.S. Postal Service (USPS) delivered 149.5 billion pieces of mail last year. That’s 47% of the world’s mail.
So why are people using email?
Despite the ease and speed of online communication, sometimes regular mail is better. An original business contract isn’t an original if it’s an email copy. You can’t send a family heirloom in an email.
Sometimes it makes sense to send a contract, legal notice, or an original document via snail mail. The USPS has secure Certified and Registered Mail for private and business customers.
Do you have important documents or merchandise to send to your clients? Then you should understand the differences between registered mail vs. certified mail. We take a look at the specifics of each service below.
Registered Mail
Registered Mail is the original USPS secured mail. If you’re sending a valuable or irreplaceable item, choose Registered Mail for extra security.
The weight of the package determines the price. Like we mentioned, Registered Mail also provides up to $50,000 in insurance against loss or damage.
You can choose Registered Mail when you send a mail piece by:
• First-Class Mail
• First-Class Package Service
• Priority Mail
You get a Registered Mail receipt when you first mail your item. The recipient must sign for it.
If you want proof of delivery you can buy a Return Receipt service or Return Receipt After Mailing. You’ll get electronic verification of delivery or a delivery attempt.
Us Postal Service Certified Mail Receipt
Another option is to specify a restricted delivery service. This means only the addressee can receive the mail.
Registered Mail adds a level of security and protection. Your mail stays in a locked cage, safe, or sealed container while it’s transported. Electronic and physical signatures at each USPS facility show the chain of custody, so you know where the piece is every step of the way.
Registered Mail uses specific packaging and sealing methods to keep mail safe and secure. When a Registered Mail piece isn’t in transit, it’s stored in a secure safe, cage, or room away from other mail.
Certified Mail
Certified Mail was added to the Registered Mail system in 1955. The USPS introduced it for people to send important mail for less than Registered Mail. Today it’s used to transport important documents like tax returns and legal notices.
Certified Mail promises USPS delivery of your letter or package. You receive a unique article number to prove the piece mailed which you can use to track the status of the delivery online. When the piece gets delivered, you’re notified of the time and date of delivery.
Certified Mail gives you proof of delivery. If someone claims they didn’t receive your package, you can prove it got delivered.
You can’t insure Certified Mail the way you can with Registered Mail. Certified Mail isn’t transported in a locked compartment the way Registered Mail is.
Benefits of Registered Mail vs. Certified Mail
There are many benefits to both Registered Mail and Certified Mail. Let’s look at the main reasons consumers and businesses use them.
Proof of Mailing
If the date you send a document is important, you want proof of mailing. In business, time-sensitive mailing is essential for many deals.
When you put a letter into a regular mailbox, there’s no way to show you sent it. If the letter gets lost, you can’t prove when and where you mailed it. You also won’t know when it reaches its destination.
Certified and Registered Mail provides this proof.
Location Tracking
Mail tracking is a great benefit. You can track the item on the USPS Track and Manage website. All you need is the identification number on your receipt.
The recipient will know when to expect delivery. You’ll know where the mail is in the system.
This isn’t exclusive to Registered and Certified Mail, however. You can add tracking to other types of mail, but you must pay more for it.
Proof of Delivery
A Return Receipt gives you confirmation that your letter or package got delivered. You can request a postcard receipt or electronic delivery of the receipt.
The receipt shows the recipient’s signature and the delivery date. When your item gets delivered, the postcard receipt gets mailed to you. If you choose electronic delivery of the receipt, you’ll get an emailed copy of it.
This is a valuable tool when you send or need documentation that a person took delivery of legal papers. If you send Certified Mail to a post office box, a notice goes inside the box. Then, like a hand delivery, the person must sign for the item before receiving it.
Like tracking services, you can buy proof of delivery for any kind of mail. It will cost more to add it to other kinds of mail but it’s included in Certified and Registered Mail.
Prioritized Delivery
Need to ship merchandise to a customer? Certified Mail delivers in the same timeframe as First Class or Priority Mail.
Yet, due to the security measures during transport and handling, Registered Mail travels slower the usual. If you need secure, but not fast delivery, use Registered Mail over Certified.
Electronic delivery confirmation for Certified Mail or Registered Mail is available online. Go to the USPS website and use the identification number from your receipt to track and confirm delivery.
If your mail doesn’t arrive at its destination, contact the USPS at 800-222-1811 or via their online claim department. The insurance on Registered Mail service means you can make a claim or request an investigation. You can submit a claim or ask for an investigation for both domestic or international mail.
Recordkeeping
The USPS keeps Certified Mail records for two years. That’s much longer than the four months they keep tracking numbers for other services.
Sometimes, delivery information is relevant months or years after the fact. Certified Mail guarantees you have proof of delivery when you need it. You can also access this information on the USPS website.
Labels Available On Demand
In the past, using Certified Mail was inconvenient. It meant an extra trip to the post office to wait in line.
Now, services are available online. You can print labels from your own computer at your convenience. View here for more information on Certified Mail labels.
Protection Against Loss or Theft
Everyone worries about lost or stolen mail. With 493.4 million pieces traveling through the USPS’ system, it happens.
But, Certified Mail protects your letter or package because there’s a record of everyone who handles it.
Because a signature is required, the letter or package isn’t left in a vulnerable mailbox. The item must go right to the recipient, giving an added layer of protection.
Less Expensive Than Private Shipping
It’s true that you get some of these benefits from private shipping services. But, it’s less expensive when you use the USPS. If you send a lot of important documents or packages, you don’t want to pay more for the same service.
How To Fill Out Certified Mail Receipt
The reasonable pricing makes shipping affordable for both startup entrepreneurs and established businesses.
Delivery Times
Certified Mail Receipt Tracking
The U.S. Postal Service offers speedy delivery services, like Express and Priority Mail. But, Certified Mail and Registered Mail are about security, not exactly speed. Secure transportation, signatures, and return receipts simply take longer to process.
Registered Mail can take up to 10-14 days for delivery. The Collect on Delivery option available with Registered Mail can take up to 45 days.
As mentioned, Certified Mail travels at the same speed as First Class or Priority Mail. If no one is available to sign for mail at the first delivery attempt, the USPS leaves a notice for the recipient.
The undelivered Certified Mail stays at the local Post Office for the recipient to claim it for up to 15 business days. After that, it’s considered unclaimed and returned to the sender. It’s possible for a piece of Certified Mail to go several weeks without delivery.
Use Registered and Certified Mail for Valuables
So, when do you use registered mail vs. certified mail?
Certified Mail proves you sent it. It shows mail delivered or there was a delivery attempt.
Plus, you can get a copy of the recipient’s signature and a return receipt. There’s no question about the delivery.
Registered Mail does what Certified Mail can, plus it insures your valuables for up to $50,000. Treasures and vital documents will travel under lock and key and stay safe until they reach their destination.
Both options are great tools whether you mail documents or merchandise.
Mail Receipt Requested
Want to combine convenience, savings, and guaranteed delivery? Choose Certified and Registered Mail for your business.
Mail Receipt Form
For more helpful tips, check out our business blog.