3.

Email Acknowledging Job Application

Top organizations usually acknowledge the receipt of emails of job applications. This sample
acknowledgement email is for managers and human resource persons who want to acknowledge
the receipts of applications from job seekers.
Dear Ms. Sharon,
Thank you very much for applying for marketing officer position at Breinswaitte Resources
Limited. I will be reviewing your application along with the others that we have received in the
next couple of days. If you are selected for the next phase of the recruitment process, you will be
contacted for an interview session.
We appreciate your interest in our company and wish you the very best in this selection process.
Sincerely,
Ayo A. Oyedotun
Head of Human Resource
Factbook Inc.
Heres a simpler acknowledgement:
Dear Ms. Sharon,
Thank you for your application for the position of a marketing officer in Breinswaitte Resources
Limited (BRL).
We have received a lot of applications for this position and will be short-listing the qualified
candidates by September 20. If you have not heard from us by then, please be free to mail me to
inquire about the status of your application.
Thank you for your interest in BRL.
Best Wishes,
Ayo Oyedotun
Head, Human Capital Development
Breinswaitte Resources Limited

4. Simple Email Acknowledgement Reply

In very many situations, you will be asked to confirm the receipt of emails where you have little
or no information to add. Usually, the sender simply wants to know that you have seen the email
and expects a simple acknowledgement from you.
This kind of emails may end with, Please acknowledge receipt of this message, Kindly
acknowledge receipt of this email or Please acknowledge receipt of this email.
Simple Email Acknowledgement for job applicants:
Dear Kentura,
This is to confirm I have received this email. Again, I will like thank you for offering me an
opportunity to be a part of your highly esteemed workforce.
Best regards,
Ayo Oyedotun
Simple Email Acknowledgement of a Business Order
Dear Mr. Frank,
This is to confirm that I have seen your email. I look forward to receiving my consignment next
week as you promised.
Regards,
Ayo Oyedotun
Assistant, Business Development
Marygold Inc.

***APOLOGY

Dear <Customer Name>

Please accept our most sincere apologies for the difficulties and inconvenience <issue> has caused.

At <Company Name>, we strive for the perfection of our products and services and the satisfaction of our
customers. Unfortunately, due to <key staff changes, recent internal system update, office
relocation, etc>, the issue you have been experiencing slipped through process.

We guarantee that we will not let this problem persist. To ensure that this does not happen again, we are
<creating company wide training sessions, installing new back-up systems, creating an internal
auditing team, etc> to return us to the high-level of quality and service our customers deserve.

<If additional action is necessary:>

You are an important and crucial member of the <Company Name> family. For the inconvenience this
has caused, we are offering you with <3 months worth of service, a free upgrade, etc>.

If you have any questions or comments regarding this matter, please feel free to discuss it with me at
<email, phone#, website, etc>.

Yours in service,
<Company Representative>

***apology

Recipant Name and Surname

Address of the Recipient

Dear Mr Robinson
Please accept this letter as my formal apology for what happened on on our last business dinner
held on .01/28/2013..

It was not my intention to cause any damage or inconvenience. In retrospect, I believe the
situation resulted from great tension and pressure I felt due to importance of this event. While
this is by no means an excuse for my behavior, knowing the cause will help me guard against
future mistakes.

Again, I am sorry for what happened. If you would like to continue this conversation, please feel
free to call me at 00 000 000000. I look forward to hearing from you and putting this matter
behind us.

Sincerely,
Sender Name and Surname

**APOLOGY
Apology and Replacement of Damaged Goods
Dear
It was distressing to learn that the chocolate we shipped
to your firm last week arrived in bits and pieces. Per
your request, a new shipment for 30 lbs. left our dock this
morning and is scheduled for afternoon delivery to you on
May 26th. Please turn over the damaged goods to the driver
at the time of deliver.
I am sorry for the unfortunate incident that occurred and I
sincerely appreciate your continued patronage.

Business Letter Format

Block Format: Business Letter
Return Address Line 1 1
Return Address Line 2

Date (Month Day, Year) 2

Mr./Mrs./Ms./Dr. Full name of recipient. 3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2
Dear Ms./Mrs./Mr. Last Name: 4
Subject: Title of Subject 5
Body Paragraph
1.............................................................................
...........................................................................
Body Paragraph
2.............................................................................
...........................................................................
Body Paragraph
3.............................................................................
...............................................................
6 Closing (Sincerely...),
7 Signature
8 Your Name (Printed)
9Your Title
Enclosures (2) 10
Typist's Initials 11

The block format is the simplest format; all of the writing is flush against the left
margin. (Other Business Letter Formats)

With all business letters, use 1" margins on all four sides.
1 Your Address
The return address of the sender so the recipient can easily find out where to send a reply to. Skip
a line between your address and the date. (Not needed if the letter is printed on paper with the
company letterhead already on it.)
2 Date
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003.
Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).
3 Inside Address
The address of the person you are writing to along with the name of the recipient, their title and
company name, if you are not sure who the letter should be addressed to either leave it blank, but
try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the
salutation.
4 Salutation
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May
Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a
line between the salutation and the subject line or body.
5 Subject Line (optional)
Makes it easier for the recipient to find out what the letter is about. Skip a line between the
subject line and the body.
6 Body
The body is where you write the content of the letter; the paragraphs should be single spaced
with a skipped line between each paragraph. Skip a line between the end of the body and the
closing.
7 Closing
Let's the reader know that you are finished with your letter; usually ends with Sincerely,
Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing
and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the
printed name, so that there is room for the signature.

8 Signature
Your signature will go in this section, usually signed in black or blue ink with a pen.
9 Printed Name
The printed version of your name, and if desired you can put your title or position on the line
underneath it. Skip a line between the printed name and the enclosure.
10 Enclosure
If letter contains other document other than the letter itself your letter will include the word
"Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the
number of other documents enclosed, not including the letter itself.
11 Reference Initials
If someone other than yourself typed the letter you will include your initials in capital letters
followed by the typist's initials in lower case in the following format; AG/gs or AG:gs.

** Acceptance

May 28, 2010

Molly Burke
Brown Street Boulevard
San Antonio, California 4038
Dear Ms. Burke,
Good day! In behalf of the Brent Company, I am writing to acknowledge your letter of
resignation. Your resignation from the position of Assistant Manager of the Planning Department
effective from July 1, 2010 is accepted.
Your contract of employment states that you will work until June 25, 2010. For the separation
details, we are giving you a severance pay equivalent to three months salary. We will also be
extending your other health and medical privileges for six months.
In behalf of the Brent Company, I would like to take this opportunity to thank you for all the
effort and contribution that you have given to the company. You are truly one of the most loyal
and excellent employees we have.

Until then, we wish you well in all of your endeavors. Thank you very much and have a good
day.
Yours sincerely,
John Brent
Executive Director
cc: Human Resources
Brent Company Human Resources

***ACEPTANCE

Thurston How
123 Park Avenue
Carrollton, TX 00000
222-555-1000
Oscar Rockefellow
321 42nd Avenue
Austin, TX 00001
Dear Oscar,
It is a great pleasure to receive an invitation for the baptism of your new baby. My daughter Ana
and I will be delighted to witness the baptismal of your son Tom on June 06, 2010 at 10:00 am at
First United Methodist Church in Austin, Texas. This event will surely make our seeing you all
the more special.
We are looking forward to share with you this worthwhile occasion.
Your friend,
Thurston How
**ACCEPTANCE:

Thurston How
VP Client Services
Chez Financial Services
123 Park Avenue
Carrollton, TX 00000
222-555-1000
Oscar Rockefellow
321 42nd Avenue
Austin, TX 00001
Dear Oscar,
Xyz Banking Corporation accepts your resignation effective immediately and releases you from
your duties as a bank teller. We thank you for your productive stay and were sorry to hear that
you found another position with another company.
We will never forget the efforts you exerted to keep the dignity and exceed customer satisfaction.
Thank you for the three years of faithful and fruitful service. Please feel free to contact us
anytime.
We feel confident that you will succeed on your chosen career. May you find best luck on your
new career.
Thurston How

**ACKNOWLEDGEMENT
Dear (name of customer),
We have received the (product name) that you have returned to our store. The (product) is one of
a small batch that was damaged during shipping and we have already issued recall notices to
other customers who have purchased the product.
We are sending a replacement (product name) to you by courier and it should arrive within five
business days. Please accept once again our apologies for any inconvenience the product has
caused you and we hope to continue being of service to you in the future.
Respectfully yours,

(Name of sender)
(Position)

Letter folding
Unfolded

First Fold

Second Fold

***Addressing Envelope

(envelope)
Your Name
14239 - 192nd Avenue, NE
Duvall, WA 98019
*
*
*
* (8-9 blank lines)
*
*
*
*
(5 tabs across)
INDIVIDUAL NAME
(all capitals, no periods or commas) COMPANY NAME (if there is one)
3224 N LOMBARD STREET SUITE 200
SEATTLE WA 98001-4335

(BLOCK STYLE with open punctuation)

4239 - 192nd Avenue, NE

Duvall, WA 98019
October 4, 2005
*
*
(3 blank lines)
*
Mr. John Russell, Manager
Northwest Bank
3224 N Lombard Street, Suite 200
Seattle, WA 98001-4335
*
(the * symbol means to leave a blank line)
Dear Mr. Russell

*
OFFICE ASSISTANT POSITION
(subject line)
*
Thank you for the opportunity to discuss with you your needs for an office assistant and my
qualifications for that position. I appreciate your thorough explanation of the objectives of your
bank, and Ms. Benson was especially helpful in outlining the details of the job.
*
After visiting with you and Ms. Benson, meeting your office staff, and seeing your facilities, I
am even more enthusiastic about working for your bank. I look forward to the possibility of
becoming a part of your office team.
*
Sincerely
*
*
(3 blank lines)
*
Ms. Margaret Garcia
Manager
*
dj (preparer's initials--do not put your initials if you are signing the letter)
*
Enclosure (if you are sending something with the letter)
*
(Postscripts--reminders or short notes to the reader--are put at the bottom)