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Here is an example of an e-mail that asks for more information.

Dear Mr. Olden:

Thank you for your order today of Sun-Ray sunglasses. We appreciate your business and look forward to providing you with a pair of America's top-rated prescription sunglasses.

Unfortunately, your order is on hold, because there is a problem with your prescription. When we contacted your doctor, she said you had not had an eye exam in five years. In order to fill your order, we do need the prescription from your doctor. Would you please contact her office and then let us know how to proceed?

Thank you and we look forward to hearing from you soon.

With best regards,

Your name

Your position with company

Your contact information

In other situations, you may need to send an acknowledgment e-mail that offers the recipient more information.

Perhaps someone has registered for your company's workshop or conference. You have received the registration and payment, and now you need to provide more details about the event.



Here is an example of a registration acknowledgement e-mail.

Subject line: Registration Confirmation for Leadership Summit

Dear Ms. Allen:

Thank you for your recent registration for the Leadership Summit 2016. We received your registration form, your questionnaire, and your payment for the two-day conference.

Please visit the hospitality table on the main concourse of the Richland Hotel by 8:30 a.m. on Feb. 12 to receive your welcome packet. The conference begins at 9 a.m. with the keynote session in the main ballroom. Break-out sessions follow throughout the day and will be detailed in your packet.

Please visit our website (website address here) for further information.

We look forward to seeing you at the summit. If you have any questions, please let me know.

Best regards,

Your name

Your position with company

Your contact information

Another example of an acknowledgement e-mail is one that lets the recipient know you have received some business-related information, such as a job application. In some circumstances, it is polite to let your recipient know that materials have been received, and to let him or her know when you will be taking the next step in a decision process.

These mails can be short and concise. Here is an example:

Subject line: Thank you for your recent application

Dear Mr. Jenkins:

Thank you very much for applying for the marketing director position at IT Resources. My team and I will be reviewing applications this week. If you are selected for an interview, we will contact you on or before Monday, Oct. 10 to set up an appointment.

We appreciate your interest in IT Resources.

Sincerely,

Your name

Your position with company

Your contact information

No matter what type of e-mail you are composing, it is important to proofread your content, you subject line and your recipient's address.

To say thank you, or not to say thanks.

There is some disagreement in the business correspondence world as to whether one needs to respond to all business-related e-mails.

Some people argue that a simple "Thank you" e-mail wastes their time. They say that clicking and opening an e-mail only to see one or two words is a waste of their time. Others say that they always appreciate a thank you.

How do you decide whether to acknowledge a business e-mail? First, consider whether the person needs to know that you got the information or not. If there has been a prior miscommunication or a lost attachment, for instance, a quick thank you shows the recipient that all is well at present.

Since many of your recipients are inundated with e-mails, it adds a courteous touch to say what you are thankful for. Instead of just typing, "Thanks" when you got that previously missing attachment, consider writing, "Thanks. I got the attachment fine this time."

Another time to send a thank you acknowledgement is when someone has gone out of his or her way to meet your needs. An acknowledgement in this situation just makes good sense. Think of these acknowledgments as a way of conveying sincere appreciation, rather than just a quick thanks.

Once again, it is courteous to be specific, but brief, in these cases. Here are a few examples:

Thanks for responding so quickly to my request for more information.

Thank you so much. I appreciate your flexibility

This information is just what I needed. Thank you!

Thank you for letting me know about the date change. I'll see you next Wednesday.

In today's culture, many of us have sacrificed courtesy for speed. Yes, we are all busy and do not want to waste our time reading needless e-mails. However, the other side to this coin is that we have lost some of the basics of business and personal etiquette.

A well-written acknowledgement e-mail demonstrates that you value a customer's business. It shows that you value someone's efforts. An acknowledgement e-mail also reflects well on you, the sender, and your place of business.

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