To write a receipt letter, start by formally acknowledging the sender and giving a detailed description of the item and when it was received, then offer any additional details that are necessary, and close the letter. A receipt acknowledgment letter should inform a sender that a document or package has been received. It is printed on company letterhead or other professional stationery, uses formal language and should be proofread at least once before it's sent.
A receipt acknowledgment letter includes the receiving company's address, phone number and website typed below the company letterhead. The letter begins with a formal greeting to the primary contact person and other relevant employees at the sending company, such as "Dear Ms. Lee." The first sentence of the opening paragraph names the document and states the date on which it was received. The contact person may be requested to direct any questions about the document to the letter writer and informed of the best contact method and times to call. A positive closing sentence is included when appropriate. The letter ends with a formal closing, such as "Sincerely," followed by the full name and title of the writer. Before sending, the writer signs the letter in ink below their printed name.
Documents like contracts and medical records that contain confidential information should be acknowledged promptly. This ensures that the sending business can keep accurate records and know the location of any sensitive information it shares.