How to write an acknowledgement letter that sounds polite and formal
When writing an acknowledgement letter that sounds polite and formal, you should use a formal tone, explicit language, and keep the message short while covering every relevant information. When you craft it with precision, respect, and formality, that ensures the message is clear and you’ve left a positive impression.
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Key takeaways
- An acknowledgement letter should maintain a formal structure with a salutation, acknowledgement, expression of gratitude, closing remarks, and signature.
- The letter should remain concise and direct to the point, only acknowledging the specific item - good, services, document, support - without adding unnecessary information.
- The letter should have a sincere expression of gratitude to reinforce the politeness and formality of your letter.
- The acknowledgement letter should be free of grammar, spelling, and formatting errors; therefore, ensure you proofread it before sending.
How to write an acknowledgement letter
Writing an acknowledgement letter is about formally recognising or appreciating the receipt of either documents, services, goods, or support. Here is a detailed step-by-step guide to help you in drafting a compelling and transparent acknowledgement letter:
- Title and date - Start with the title "Acknowledgement Letter" and the date.
- Recipient details - Address the letter to the appropriate person or organisation.
- Opening statement - Start the letter with a polite and clear statement acknowledging what you are appreciating or recognising.
- Details of the acknowledgement - Offer precise information on what you are acknowledging, such as receiving goods, documents, or support.
- Gratitude expression - Include a sentence expressing gratitude for the goods, documents, services, or support received.
- Closing Statement - Conclude the letter with a positive note. Also offer contact information for further communication if need be.
- Signatures - At the end, include your name, position, and signature.
Document receipt acknowledgement letter
Acknowledging a document involves confirming its receipt. Here’s how to write a proper acknowledgement letter for receiving documents:
- Title - Start with "Acknowledgement of Documents".
- Recipient details - Address the letter to the other party that sent the documents.
- Opening statement - Confirm receipt of the documents.
- Document details - Offer brief but precise information on the documents you are acknowledging. Here you can specify what the documents are.
- Express gratitude - State that you are grateful for receiving the documents and for a timely delivery.
- Closing statement - End with a positive note and provide contact information for further communication.
- Signatures - Include your name, position, and signature.
Acknowledgement letter for a book
When you publish a book, it is important to show appreciation to people who helped you through the writing process by writing them an acknowledgement letter. If you are stuck on how to go about it, here is a guide on how to write a good acknowledgement for a book:
- Title - Begin by stating "Acknowledgements" at the beginning.
- Opening statement - Express your overall gratitude.
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- Individual recognitions - Acknowledge specific people and their contributions. The individuals could include colleagues, family, mentors, and friends.
- Organisational recognitions - Mention any organisation or institution that offered their support during the book writing process.
- Closing statement - Finish the acknowledgement with a general “thank you" to every person who contributed in any way.
Samples of acknowledgement letters
While the format is almost similar for most acknowledgement letters, you should always customise yours to suit the specifics of your letter. However, here are a few samples for you to draw some inspiration from:
Acknowledgement of documents received
Here is a sample to acknowledge receipt of documents:
Subject: Acknowledgement of Receipt of Documents
Dear Mr. Samson
I am writing to acknowledge receipt of the following documents that you sent to us on August 15, 2025, including:
- Your updated CV
- Copies of your KCPE, KCSE, and degree certificates
- A copy of your national ID
- Your resume
I confirm that the above documents were received on August 15, 2025. They will be beneficial for your job application and are currently being reviewed. We will be sure to reach out again once we've had time to examine everything thoroughly or need further information.
We sincerely appreciate your time and promptness in sending us the documents we needed right away.
Sincerely,
Mr. Johnson
Acknowledgement letter for receiving money or payment
Here is a sample of how to write an acknowledgement letter upon receiving money:
Subject: Acknowledgement of money receipt
Dear Mrs. Evelyn
I am writing to acknowledge that we have received the payment for your most recent order. In your last payment, you sent us Ksh. 350,000 on July 29, 2025, via bank transfer (Transaction Ref: Coop/2025/9871).
Thank you again for choosing our company and for delivering your payment on time. We hope you use our company again for any additional services or products we offer. Also, let us know if you have any questions about your payment or if you would like to start a new order.
Sincerely,
Ms. Nelly
New-dawn Supplies
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Acknowledgement of donations
Upon receiving a donation, here is a sample of an acknowledgement letter you can write:
Subject: Acknowledgement of a donation
Dear Mr. John
I am writing to acknowledge that we have received your donation to our fundraiser. We sincerely appreciate what you have chosen to give to our organisation. Your generosity will greatly help our mission.
Thank you for doing everything you can to help our organisation and its ventures.
Sincerely,
Mr. Eric
Common mistakes to avoid when writing an acknowledgement letter
To write an official letter that sounds polite and formal, it is crucial to avoid some of the commonly made mistakes. These include:
- Grammatical errors - Always proofread your letter to rectify any grammatical issues. You can do this by reading the letter out loud.
- Avoid being overly casual or informal - When writing an acknowledgement letter, ensure you use a professional and respectful tone.
- Avoid omitting key contributors - Ensure all key entities or personalities are acknowledged in the letter. This could be supervisors, funders, or collaborators.
- Avoid an overly long letter - When writing an acknowledgement letter, ensure that the content is kept brief and to the point.
- Avoid using exaggerated language - While an acknowledgement letter is used to show appreciation or recognition, always avoid using phrases such as “without you, this wouldn’t have been possible”.
- Avoid using a generic template without personalisation - When you send a letter using a one-size-fits-all template, the message will appear insincere, reducing the overall impact.
Frequently asked questions
- What is an acknowledgement letter? An acknowledgement letter is a formal document confirming that a party has received either documents, goods, services, or money, among other things.
- When should you write an acknowledgement letter? You should write an acknowledgement letter when you receive important documents, goods, services, or payments.
- What are the key elements of an acknowledgement letter? An acknowledgement letter should include a salutation, acknowledgement of what you have received, any additional information, and closing remarks.
- How do you acknowledge a contract? An acknowledgement letter for a contract involves confirming receipt and understanding of the contract's terms.
- Can you use one acknowledgement letter template for different types of acknowledgements? One template can be used for any acknowledgement upon customising it to fit different specifics.
- How formal should an acknowledgement letter be? The level of formality and politeness varies depending on the context and the relationship between the sender and receiver.
- Is it better to write a physical acknowledgement letter or email? In most cases, an email is preferred for promptness, but a physical letter is more appropriate for formal write-ups.
Final word
An acknowledgement letter is a short document confirming receipt of a document, money, information, goods, or services, in a professional manner. To write the most effective letter, be concise, follow the proper structure, and be respectful throughout. Once you follow the appropriate steps, you are guaranteed to achieve politeness and formality in your letter.
Are you looking for more information about how to write a retirement letter? Tuko.co.ke shared an informative article about a detailed step-by-step guide with samples.
A retirement resignation letter is a formal document that notifies an employer of an employee's decision to retire. The letter serves several important purposes, including formally communicating the employee's intention to retire.
Source: TUKO.co.ke
