Request Confirmation of the Receipt of a Resume, Contract Bid, Application, Etc. (Sender's Letter) • Example Letters, Guides and Samples
Guides
In this letter you are asking the person to whom you sent your materials to confirm that he or she has received them. Your letter should be brief and businesslike.
How to write this confirmation letter:
- State what materials you sent, when, and to whom you sent them. Be specific so your reader will be able to locate your materials.
- Ask for confirmation of the receipt of your materials.
- If appropriate, ask to be informed of any related problems.
- Thank your reader.
Example Letter #1
On January 15, our department sent a packet to the attention of Mr. Doe in the accounting department of Doe International. In compliance with published instructions, the packet included three copies of our bid on Doe Contract #123 and should have arrived at your office before the deadline of January 22.
Please confirm receipt of these materials either by letter to the above address or by fax to 555-5555.
Since our computer consultants are experts in the service you need for your accounting project, we want to be certain that we have completed the first steps in our contract bid.
Example Letter #2
On June 15, I mailed our completed application for the Doe Research Grant to John Doe, Director of Research. I enclosed a stamped, self-addressed envelope for his use in confirming receipt of the application.
I realize you may still be processing requests for these grants and confirmation of my application may be on its way. If, however, you have not received my application, please let me know as soon as possible, so I can send a duplicate before the deadline.
I appreciate the opportunity to apply for this grant and thank you for your help in this process.
Example Letter #3
Four weeks ago I sent an express mail packet containing completed application forms and the three character references that you requested. I am wondering whether you received the packet.
I am still very interested in a sales position with Doe Department Stores and would appreciate knowing the status of my application. You have my address and telephone number, and my fax number is 555-5555. I hope to hear from you soon.
Example Letter #4
On Monday, July 6, 2018, I mailed Doe's contract bid to Springfield Corporation to the attention of Jane. Two weeks later, and with the bid deadline rapidly approaching, I still do not have confirmation that you received our bid.
Please fax or e-mail confirmation of receipt to the numbers given in our letterhead. I am concerned that the bid may have been lost in the mail.
If you have not received the bid, please call me directly at 555-5555. Thank you for your attention to my concerns.
Write Your Letter Step-by-Step
1 State what materials you sent, when, and to whom you sent them. Be specific so your reader will be able to locate your materials.
Sample Sentences for Step 1
- My records show that on July 9, I sent graduate program application materials to the American Studies Department at Doe University.
- Last Wednesday, July 6, I sent a small package to Doe Enterprises at 1600 Main Street, Springfield, Kansas 12345. The package should have arrived with the morning delivery on Thursday, July 7. In my package were important documents pertaining to the Centerville contract bid.
- Last Friday, July 3, I sent you forms #12345 and #54321 to complete my application for the quality control position that you advertised. On the envelope I wrote "ATTN. Jane Doe."
- On September 3, we sent you our bid via XYZ overnight express mail. Our materials should have arrived well before the deadline.
- Almost three weeks ago I sent my completed application for the Doe Memorial Grant to the Doe Memorial Grant Review Commission at 1600 Main Street, Springfield, Kansas 12345.
Sample Phrases for Step 1
- an application for
- for the position of
- for the advertised position
- had expected to hear from
- have not yet heard from
- in my package
- in response to your advertisement
- my completed application
- my records show that
- pertaining to the contract bid
- received no response to
- sent a package to
- sent application materials for
- sent via overnight mail
- should have arrived by
- should have received it by
- to complete my application
- was mailed on
- well before the deadline
- were important documents
2 Ask for confirmation of the receipt of your materials.
Sample Sentences for Step 2
- If you have received our packet, please send us a letter of confirmation indicating the date and time you received it.
- Could you please send me written confirmation of your receipt of my application to the return address on this letter?
- Please confirm that you received my packet. My telephone number is 555-5555.
- Please fax, phone, or e-mail a confirmation to us.
- Could you please confirm the arrival of our materials by writing, calling, or faxing us using the address or numbers provided on our letterhead.
- Could you please sign this letter in the space provided and return it so I will know that you have received our bid.
Sample Phrases for Step 2
- as soon as possible
- at your earliest convenience
- could you please
- kindly inform me
- if you received my packet
- in the space provided
- my telephone number is
- need to know whether
- please fax, phone, or e-mail me
- please contact me if
- please confirm that
- please let me know
- provided on our letterhead
- send me confirmation that
- so I will know
- to the return address
- whether you have received
- would appreciate any feedback
- would appreciate your response
- would like to know whether
3 If appropriate, ask to be informed of any related problems.
Sample Sentences for Step 3
- Please inform me if there is any problem with my application, and I will send a speedy correction.
- Please let me know if you have not received it so I can send you a new packet.
- Please let me know if the job has been filled, and I will send you an updated copy of my resume to keep on file.
- If you have any information as to why there has been such a long delay, please let me know.
- Also, please inform me if there is anything I can do on my end to help things along.
Sample Phrases for Step 3
- after reviewing my
- anything I can do
- for future reference
- if you need any more information
- if you require any
- if there are any problems with
- if you have not received the
- in the acceptance process
- please keep my resume on file
- please contact me
- please inform me if
- please let me know
- please call me if
- problems with my application
- the status of my application
- to help things along
- would appreciate any feedback
- would like to be informed of
- would like to ensure that
- would like to know
4 Thank your reader.
Sample Sentences for Step 4
- Thank you for your time and help.
- It will be a great relief to know that you have my packet. Thank you for your assistance.
- I appreciate your help in this matter.
- I appreciate your assistance very much.
- Thank you. I realize that this request causes extra inconvenience to you, but I appreciate your help very much.
Sample Phrases for Step 4
- appreciate your help
- feel free to
- for your time and help
- for your assistance
- for your prompt attention to
- for future reference
- in this matter
- is greatly appreciated
- sorry for the inconvenience
- surely appreciate your
- thank you
- thank you for
- will be glad to know that
- will sincerely appreciate
- will be a great relief to
