Acknowledge the receipt of a report, letter or other • Letter Templates and Guides

How to write this letter:

1Acknowledge receiving the document.
2Explain what action you are taking (if any), and that you or someone else will respond more fully soon.
3Close with an expression or gratitude or interest.


This is a simple, courteous way of building and maintaining goodwill. Your letter is an assurance that the correspondence is in your hands and that you will take it seriously. Send the acknowledgment immediately. If there is any delay, a brief word of apology may be appropriate, but don't dwell on it.

Example Letter #1


Thank you for preparing and sending us your report of Doe's chemical analysis of our stone sample. I look forward to studying it, but from your summary, it appears to be exactly what we need.

Example Letter #2


Your report of June 6 arrived today and is on my desk awaiting review. After I have read it thoroughly and given it the attention it deserves, I will call you. Thank you for your promptness.

Example Letter #3


Your report arrived this morning. As agreed, I will present it to the executive committee next Friday. I appreciate the work you did and hope the committee sees the wisdom in your proposal.

Example Letter #4


I have referred your request for information on the whereabouts of Jane Doe to our Records Department. The director assures me that he will have an answer for you by the end of the week. If you need to talk to him before then, his number is 555-5555, extension 55.

Let me know if we can help further.


Explain what action you are taking (if any), and that you or someone else will respond more fully soon.

Example Sentences for Step 2

I have referred your request to the publications department. They will send you the materials within the week. The Board of Directors will review the terms of the contract in their next meeting. You will receive their approval or suggestions for modifications shortly thereafter. I will speak with the copyright office to determine the conditions under which we can grant permission for you to use the segments and will let you know as soon as possible. Mrs. Doe is not in the office this week, but I will leave her a message asking her to call you as soon as she returns. We are forwarding your letter to Ms. Jane Doe who is best qualified to give you the information you need. She will return from another assignment on June 1, so you may expect her response shortly after that date. The focus of your proposal is in harmony with our objectives. It will take a few weeks to study all the other options, but I will be in touch with you as soon as we make a decision. As soon as I have had a chance to review the proposal, I will let you know whether we will need a meeting with the board of directors. The committee will not meet until after February 28. If that date is too late for your schedule, please let me know immediately so I can petition for special consideration. I have endorsed your suggestion and forwarded it to the dean for review. I'll let you know what his decision is as soon as he tells me. Because the entire board makes these decisions, I can say only that we will give your proposal every consideration at the next meeting in July. As soon as I have had chance to look over your proposal, I will let you know my opinion.

Example Phrases for Step 2