How to Write and Format an Acknowledgement Letter

Organizations and individuals who work together are required to maintain constant communication. In writing, two parties develop a cordial relationship that may affect their level of collaboration. Besides, appreciating an effort of a business or work partner through writing helps to promote a long-lasting connection. In turn, an acknowledgement letter is a formal and short document, and this paper serves a legal purpose, which people use to indicate that they value an effort made by a colleague and promote cooperation.

What Is an Acknowledgement Letter and Its Purpose

According to its definition, an acknowledgement letter is a formal document sent to confirm a receipt of something, such as a document, payment, or service. For example, this form of communication serves as a written record that acknowledges a sender’s action and is often used in business, legal, and academic contexts (Gupta & Ganguly, 2021). As such, the main purpose of writing an acknowledgement letter is to provide clarity and assurance that an item or information sent has been received while maintaining transparency and fostering good communication between parties. Further on, writing such papers helps to establish and strengthen relationships by showing appreciation and responsiveness (McLean, 2021). Besides, acknowledgement letters may outline any next steps or actions to be taken, ensuring all parties are on the same page regarding a specific process. In terms of pages and words, the length of an acknowledgement letter depends on academic levels and specific writing or context requirements, while general guidelines are:

High School

Length: 1/4 to 1/2 page
Word Count: 50 to 125 words
Details: A simple, concise acknowledgement, usually thanking teachers, mentors, or family members.

College (Undergraduate)

Length: 1/2 to 1 page
Word Count: 125 to 250 words
Details: May include acknowledgement of professors, academic advisors, family, and peers.

University (Bachelor’s Degree)

Length: 1 page
Word Count: 250 words
Details: Acknowledges professors, supervisors, classmates, and any institutional support.

Master’s Program

Length: 1 to 2 pages
Word Count: 250 to 500 words
Details: A more detailed acknowledgement of supervisors, mentors, colleagues, and possibly funding agencies or specific research collaborators.

Ph.D. (Doctoral Degree)

Length: 2 to 4 pages
Word Count: 500 to 1,000 words
Details: Extensive acknowledgements including supervisors, committee members, funding bodies, collaborators, family, and possibly specific individuals who contributed significantly to an entire research study.

Format

Section	Content
Header	Your Name
	Address
	Date
Salutation	Start with a greeting (e.g., “Dear [Recipient’s Name],” or “To Whom It May Concern.”)
Introduction	Provide a brief statement acknowledging a receipt of an item, document, or assistance.
Introduction	Mention a specific purpose of an acknowledgement letter and its writing.
Body	Express gratitude or appreciation for an item, service, or support received.
	Mention any specific individuals or organizations you wish to acknowledge.
	Provide a brief explanation of how an item or assistance will be used or its significance.
Next Steps (Optional)	Outline any next steps you need to share or actions that will follow an acknowledgment.
Closing Remarks	Reiterate your gratitude. Express willingness to maintain communication or collaboration.
Closing	End with a formal closing (e.g., “Sincerely,” “Thank you,” etc.).
Signature	Provide your signature (if printed).
Your Initials	Mention your full names (if printed).
Contact Information	Include your personal email, phone number, or other contact details to respond and write to you.

Note: Some sections of an acknowledgement letter can be added, deleted, or combined with each other, depending on a specific context of a message and sender’s writing preferences. For example, a standard acknowledgement letter format includes a header, a salutation, an introduction stating a specific purpose, a body expressing gratitude and details, any next steps, a closing remark, and a formal sign-off with their names and contact information (Dwyer, 2020). In turn, to start an acknowledgement letter, people begin by expressing gratitude and clearly stating what they are acknowledging, such as, “I am writing to express my sincere thanks for [specific item, service, or support] received on [date].”

How to Write an Acknowledgement Letter

To write an acknowledgement letter, people clearly state what they are acknowledging, express sincere gratitude, mention any relevant details, and maintain a professional and courteous tone throughout.

Start With a Greeting: Begin with a formal salutation, addressing a recipient respectfully.
Clearly State a Purpose: Mention upfront that a letter is to acknowledge a receipt of a specific item, document, or support.
Express Gratitude: Show appreciation for what has been received or support provided.
Mention Specifics: Reference an exact item, service, or assistance being acknowledged to avoid any confusion.
Acknowledge Individuals or Organizations: Name any specific people or organizations you wish to thank.
Explain a Significance: Briefly explain an actual importance of an item or support and how it will be used.
Address Any Next Steps: Indicate if there are any follow-up actions or responses expected.
Keep a Professional Tone: Write in a formal and courteous tone throughout a letter.
Conclude With Thanks: Reiterate your gratitude toward an end of a letter.
Sign Off Appropriately: End with a formal closing (e.g., “Sincerely,” “Regards,” etc.) followed by your name and contact details.

Characteristics

Showing an Appreciation

People use acknowledgement letters to show their appreciation when they need to recognize support from another person through writing. For example, individuals show gratitude for an opinion received and time given by a concerned party (Swee et al., 2023). Besides, these documents help to maintain goodwill and trust. As such, people use such a letter to appreciate all the efforts made by their colleagues. In turn, some examples of sentence starters for beginning an acknowledgement letter are:

I am writing to formally acknowledge a receipt of [item/document/service], which we received on [date], and to express our sincere gratitude for your timely and thoughtful contribution.
On behalf of [organization/company], I would like to share our thanks for your support with you and to confirm that we have successfully received [specific item or assistance] as of [date].
It is with great appreciation that I write to confirm a receipt of [item/document/service], which has arrived in excellent condition, and to thank you for your continued partnership.
This letter is a formal acknowledgement of an [item/document/service] provided by [name or organization], which we received on [date], and we are truly grateful for your invaluable support.
We would like to take this opportunity to acknowledge a receipt of [item/document/service] and to express our appreciation for your response and attention to this matter.
I am pleased to inform you that an [item/document/service] you provided has been received in full, and we are truly grateful for your dedication and a positive impact this will have on our work.
On behalf of an entire team, I would like to acknowledge and thank you for an [item/document/service] we recently received; your contribution is greatly valued and will significantly enhance our efforts.
We are writing to confirm a receipt of [item/document/service] and to express our heartfelt thanks for your generosity and a thoughtful consideration you have shown in supporting our endeavors.
I am writing to acknowledge a safe and timely arrival of [item/document/service], which we received on [date], and to convey our deepest gratitude for your ongoing support and collaboration.
Please accept this letter as an official acknowledgement of an [item/document/service] you provided, and know that we are sincerely appreciative of your effort and a positive difference it will make to our organization.

Formality

Acknowledgement letters are formal documents, and people must use official language when writing appreciation notes. For example, to write an acknowledgement sample, people start with a clear statement of what they are acknowledging, express sincere thanks, include specific details, and conclude with a formal sign-off (Dwyer, 2020). In this case, one should not use slang language to express gratitude to another person or institution. Besides, a sender must revise and review a letter to eliminate all the common mistakes. Thus, a person should write flawless appreciation letters.

Size

Acknowledgement letters are short and concise, and the primary purpose of these documents is to express gratefulness. For example, to write an acknowledgement letter in Word, people open a new document, select a formal template if desired, and type their message by clearly stating what they are grateful for, including any necessary details, and formatting an entire text with appropriate headings, font styles, and spacing (Gupta & Ganguly, 2021). In writing, they should not include inappropriate details. Besides, they should use short and clear sentences to avoid any form of miscommunication. Therefore, an acknowledgement letter should be brief and relevant.

Formatting

Acknowledgement letters should follow a suitable format since they serve a legal purpose. For example, to write an acknowledgement form for a school, people start with a title, such as “Acknowledgement Form,” then include a brief statement confirming a receipt of materials, information, or understanding of rules, followed by spaces for a recipient’s name, date, and signature, ensuring a paper is clear and easy to understand (McLean, 2021). In writing, satisfactory documents contain a header, where a person includes a valid name and address with key details of a recipient and date. Further on, authors should include a subject, while such a letter should state acceptance of commodities, support, or ideas (Paul-Hus & Desrochers, 2019). In turn, reasonable individuals inform a recipient of future actions, like a date of payment and timeframe. Besides, people must communicate useful information, while maintaining a suitable writing tone, to an audience (Kusumegi & Sano, 2022). As such, they must thank a recipient and use proper greetings. Hence, one should follow an acceptable formatting when writing an acknowledgement letter.

Generating a Healthy Relationship

Executives appreciate receiving products, services, or support, which helps to generate a healthy relationship. For example, one should write an acknowledgement letter after receiving any form of support from a colleague (McLean, 2021). In this case, a person communicates and informs a specific nature of a provision and its significance. Further on, people should write these documents to maintain a healthy friendship or cooperation. In turn, institutions that use receipt letters establish close associates in their operations (Gupta & Ganguly, 2021). Besides, they portray a high level of loyalty in their spheres of influence. As a result, a person can use such letters after receiving support, which helps to maintain close ties.

Example and Template

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Organization]
[Address]
[City, State, ZIP Code]

Dear [Recipient’s Name],

I am writing to formally acknowledge a receipt of [specific item, document, or service] on [date]. We greatly appreciate your prompt attention to this matter and necessary support you have provided.

An [item/document/service] will play a crucial role in [briefly describe how it will be used or its significance]. Your contribution is invaluable, and we are grateful for your continued partnership and assistance.

Please do not hesitate to reach out if you require any further information or if there is anything more we can do to support our collaboration.

Thank you once again for your generosity and support.

Sincerely,
[Your Signature]
[Your Name]
[Your Title/Position]

What to Include

Element	Description
Purpose or Use of an Item/Support	Explain how a received item or support will be used or its significance to your work.
Expressions of Gratitude	Convey sincere thanks and appreciation for a received support, service, or item.
Impacts or Benefits	Write about a a positive impact or benefits that an item, support, or service will bring.
Future Collaborations	Mention any future collaborations or ongoing relationships that might result from an acknowledgement.
Additional Acknowledgements	Recognize any other forms of support or contributions that might not be directly related but are important.
Details of a Received Item/Service	Clearly describe an item, document, service, or support that you are acknowledging.
Mention of Team Effort	Recognize that an overall success or completion was a result of collaborative effort involving multiple parties.
Invitation to Future Events	Extend an invitation to future events, meetings, or celebrations as a gesture of continued appreciation.
Reiteration of Commitment	Reaffirm your commitment to a relationship or project as a sign of ongoing dedication and appreciation.
Special Thanks	Offer a special thank you for any extraordinary efforts or above-and-beyond contributions.

Common Mistakes

Being Too Vague or General: Failing to specify what is being acknowledged, which can lead to confusion or diminish a sincerity of a gratitude.
Using Overly Informal Language: Acknowledgement letters should maintain a professional writing tone, and using casual language can come across as disrespectful or unprofessional.
Forgetting to Include Key Individuals or Organizations: Omitting important names or entities who should be acknowledged can create a negative impression of ingratitude or oversight.
Over-Explaining or Being Too Lengthy: Writing a letter that is too detailed or long-winded can dilute a main message and lose a reader’s interest.
Failing to Proofread for Errors: Spelling and grammatical mistakes can undermine an overall professionalism of any letter and reflect poorly on a sender.
Using a Generic Template Without Personalization: Sending a one-size-fits-all letter can seem impersonal and insincere, reducing an overall impact of an acknowledgement.
Neglecting to Mention a Date or Timeline: Not specifying when an item or service was received can create ambiguity and make it harder to track communications.
Omitting Contact Information: Failing to provide contact details can prevent a recipient from following up or continuing a further communication and writing.
Being Too Brief or Terse: A letter that is too short can come off as dismissive or lacking genuine appreciation.
Ignoring Cultural or Contextual Contexts: Not considering a recipient’s cultural background or a specific context of a relationship can lead to misunderstandings or offend a recipient.

Summing Up

An acknowledgement letter is a formal and short document that people use to express their gratitude through writing. Basically, these papers cover a legal purpose and must include an acceptable format. In writing, one must use an appropriate tone to express his or her ideas. Further on, individuals use receipt documents to indicate that they value a defined effort made by a colleague. In turn, they must use concise and relevant statements to ensure a receiver gets a right message. Finally, effective communication helps to maintain a healthy relationship with close associates.

References

Dwyer, J. (2020). Communication for business and the professions: Strategies and skills. Pearson.

Gupta, S., & Ganguly, A. (2021). Written communication in English. SBPD Publications.

Kusumegi, K., & Sano, Y. (2022). Dataset of identified scholars mentioned in acknowledgement statements. Scientific Data, 9(1), 1–10. https://doi.org/10.1038/s41597-022-01585-y

McLean, S. (2021). Effective business communication: Version 3.0. Boston Academic Publishing, Inc.

Paul-Hus, A., & Desrochers, N. (2019). Acknowledgements are not just thank you notes: A qualitative analysis of acknowledgements content in scientific articles and reviews published in 2015. PLOS ONE, 14(12), 1–13. https://doi.org/10.1371/journal.pone.0226727

Swee, M. B., Klein, K., Murray, S., & Heimberg, R. G. (2023). A brief self-compassionate letter-writing intervention for individuals with high shame. Mindfulness, 14(4), 854–867. https://doi.org/10.1007/s12671-023-02097-5

Acknowledgement Letter: Guidelines & Example