If you are operating a company or business, you also must expect business documents, letters and resumes coming from the office’s mail box. These documents are important matters especially if these are associated with product or service sales. If the person who sent you these documents is needed to be informed, you have to send him a Confirmation letter.

This kind of letter is a very short letter to acknowledge that you received the document. It is a way to say to the other person that he must not worry anymore because the tasks related to the document is on going.

Letters of this kind must be sent within two days. If this is not possible, then you must put the reason for the delay in writing. For fast and no cost letter sending, you must send it via email. Keep in mind that the letter has to be fully formatted before sending.

The letter must only contain the confirmation, no more or less. If you are putting other details, the letter will not look ethical and formal anymore. Just imagine reading a confirmation letter of a resume with some hints that the person is not qualified for the position. Of course, the person will be hurt.

Also, state the duration in which you will be doing the tasks that goes with the document especially if these are necessary for the business. If the receiver is out on a vacation, the secretary can inform the sender that the document is in the office and will be taken into action once the sender returns.

Here is a sample letter to acknowledge receipt of a resume, letter, or other business document:

Sample

April 15, 2010

Cheri Dials
Vice President
Idim Electronic Corporation
1481 Lynn Street
Needham, MA 02192

Dear Ms. Dials,

I, Cora Romero and the secretary of John Figueroa, am acknowledging the receipt of your letter and the attached documents sent on April 10.

Mr. Figueroa is on a vacation leave, but these documents will be brought into his attention as soon as he returns to his office.

Respectfully yours,

Cora Romero
Secretary
Historic Designs Ltd.

Nothing satisfies the customers more other than by giving excellent services. If you are in a business where you have to deliver goods, you need to have a cutting edge service that will set you apart from the other competitors. You can use Confirmation letters to let your customers know their orders are in good hands.

Order Confirmation letters are a good way to let your loyal patrons know that you are not delaying their orders. It is also a good way to make your customers feel safe and secure about the company. It also works when you are selling subscriptions of magazines and other monthly published materials.

Keep in mind that you need to write the exact order details and send these as fast as you can. You can rely on emails because it can easily and effectively send messages fast.

To write this kind of letter, you have to be formal and precise. You must write the exact order, the prices of each order and the total price, the discounts or sales that are used in these orders, and the date of arrival of these orders.

You must also thank the customers for the use of this service. Finally, give your contact details just in case you have misunderstood the customer’s orders.

Below is an example of an acknowledgement letter of an order received:

Sample

January 13, 2010

Kevin Mastin
2521 Meadow Drive
Billings, MT 59102

Dear Mr. Mastin,

I am writing to confirm you that we had received your order that you placed on January 12, 2010 through our online form. You have placed an order on one 21 inch plasma TV which usually costs at $600, but because you have ordered within the sale period we will deduct 20% of the price or a total of $480. You will receive your order within two to three weeks with no required shipping fees.

If you have some clarifications and inquiries, don’t hesitate to call us at 210-556-4100 or email me at elizabethbellatoni@uroselectronics.com.

Thank you for your product patronage. We are hoping to assist you in your orders again.

Sincerely,

Elizabeth Bellatoni
Branch Manager
Uros Electronics Inc.

Dear

We are sorry to hear that you have been experiencing

problems with your new [name of product].

While we do ask that our customers contact their dealer in

the event of a problem, we recognize that, in your case, it

his would be impossible. Therefore, if you will carefully

package the unit in its original carton and send it to us,

our “doctors” will put it through a thorough examination to

determine the source of the problem.

If the problem turns out to be a minor adjustment, we shall

make the repair and be sure to return the [product] to you

within thirty days. If our determination is that the unit

is defective, we will send you an immediate replacement.

Again, I am sorry that you experienced this difficulty and

wish to thank you for your patience and for purchasing our

[product].

ACKNOWLEDGMENT OF UNSOLICITED IDEAS

Dear _:

We appreciate your interest in submitting to us an idea

or proposal relative to: _

Our firm receives many ideas, suggestions and proposals,

and has many of its own projects under development. Therefore,

it is possible the idea or proposal you plan to submit to us

has been considered and/or may already be in the planning

stages.

Nevertheless, we would be pleased to accept your idea or

proposal for review, provided it is accompanied by this

acknowledgement letter signed by you.

It is understood that:

1. Samples or other submissions will be returned to the

submitter only if return postage or freight is prepaid.

2. The company accepts no responsibility for casualty or

loss to samples in our possession.

3. The company can accept no responsibility for holding

any information in confidence.

4. The company shall pay compensation only in the event

it, a) accepts the idea, b) has received the idea only

from the submitter, and c) reaches agreement with the

submitter as to terms and conditions.

If these terms are acceptable to you, please sign where indicated below and return together with your idea or proposal.

Very truly,

The foregoing terms and conditions are understood and acknowledged.

_______________________________

Submitter

Dear

Thank you for your request for our bid on [project]

This letter is to acknowledge our receipt of said request

and to advise you that we will be submitting our proposal

on or before [confirmation of deadline]

Dear

This is to inform you that we have carefully reviewed your

estimate on the parking lot refurbishing. We are planning

to contract with you for this work.

We are unable to let this contract immediately, as final

approval of expenditures of this nature must come from the

head office in New York.

We expect to receive approval or disapproval within the

next 30 days. At such time, we will contact you with

instructions accordingly.

If we may be of any assistance in the meantime please

feel free to contact this office.

[date] ACKNOWLEDGMENT OF RECEIPT

I hereby acknowledge the receipt of the following

documents from the firm of [firm] :

1.

2.

3.

4.

____________________________

[Signature of Client]

Gentlemen:

[name of leasing company] has received a notification that

the equipment we are leasing to [name of previous lessee]

will be transferred to and/or used by the [transferee.]

We have modifed our records to direct future invoices to:

[new lessee]

[address]

[city,state,zip]

Schedule # 000000 commenced on [date] and rental

payments in the amount of $ plus applicable taxes are

due on the [date] of each month during the [number]

month initial lease term.

In consenting to this change, it is understood that [name

of transferee] agrees to pay the rent and perform all other

obligations required to be performed by the lessee in the

lease.

Should you have occasion to correspond with us regarding

this lease, please include the complete lessee number and

direct your inquiry to our Customer Service Department.

This will ensure a prompt reply.

Thank you and we look forward to your continued interest

in our services.

ACKNOWLEDGEMENT OF

MODIFIED TERMS

Date: _

To: _

Reference is made to the contract or order between us

dated _, 19_.

This letter will acknowledge that the contract is

modified and superseded by the following change in terms:

[Describe changed terms]

_

Unless we immediately hear from you to the contrary, we

shall assume said modification is mutually agreeable.

Very truly,

_______________________________

Dear

The [product name and model number] that you

mailed to us for repair was received on [date]

We will be returning it to you as soon as the necessary

adjustments are made.

We are sorry that you experienced a problem with our

product and want to thank you for purchasing a

[name of product]