Some emails may not ask for an opinion, answer, or reply other than to simply acknowledge that you received them and understood their contents. This is usually true of policy updates, reminders for meetings or launches, or changes to operating procedures.
To write an acknowledgement email, begin by stating that you have reviewed the contents of the email you received and any associated documentation. Note the specifics of the changes or updates and ask any questions you may have.
Here’s how to write a simple acknowledgement email reply.
How to Write an Acknowledgement Email Reply
Acknowledgement emails act as a record for companies to show that their employees have been made aware of something, which is useful for a variety of practical and legal reasons.
Before writing your acknowledgement, it’s good practice to thoroughly review the email itself and any documentation attached to or referenced by it. This may mean reviewing an employee handbook or budget document, or reviewing changes to particular policies outlined in the email.
Once you’ve done that, start with a simple, standard greeting and confirm that you’ve reviewed all of the necessary material, being specific about which documents you reviewed if any.
It’s a good idea, but not totally necessary, to offer specific examples of changes or updates that prove you actually did read over the email, even if you are simply repeating what was said in a summarized fashion.
If you have any questions to ask about the new or updated material or plan of events, you can ask them in this section of the email. Once again, being specific will go a long way in these communications.
From there, you can simply sign off as you normally would. In most cases, the conversation will end there unless you’ve asked questions or there are further updates.
Sample Acknowledgement Email Reply
Let’s say for example that Bella was sent an email requesting that she review changes made to specific sections of the employee handbook – specifically regarding the reworking of company-wide holiday policies and PTO accrual.
Bella’s first move would be to review her copy of the employee handbook and contrast the existing policy with the updated one, making notes on the changes in her copy of the handbook so she remembers the changes if she ever needs to reference it.
Her reply may look something like this.
SUBJECT: Re: Employee Handbook Update – Please Acknowledge
I have reviewed the changes made to the employee handbook on Monday, March 1, and acknowledge that I understand that the company will now recognize Rosh Hashanah and Eid as permissible holidays. I also acknowledge that PTO will now accrue quarterly rather than yearly and will roll over.
I did have a quick question about the new PTO policy. How will this change affect current accrued PTO? Will it now roll over quarterly or be considered valid as annual days until Q1 of next year?
Accounting, ABC Corporation
You can adapt the above to meet your situation by simply replacing the details with those appropriate for your acknowledgement.