received application letter sample

Resume Received: Thank You for Your Interest (Free Template)

Thank you for expressing your interest in [position name] at [company name]! We've received your resume, portfolio, and application. To expedite the process, please complete the enclosed questionnaire by [date]. We look forward to learning more about you!

Thank you for submitting your resume and application for a position at Doe Software. We appreciate your interest in our company! We'll screen all applicants and prioritize those whose qualifications best align with our needs. We'll contact you if your application is selected for the next stage of the recruitment process. Best regards!

Thanks for applying for the Media Relations position at Doe International! Applications close on April 29th. We'll review all submissions then and invite the top five candidates to interview. We'll notify everyone of the decision by May 5th. Thank you for your interest!

We appreciate your interest in Doe, Inc. and have received your resume. We'll reach out by mail or phone if we'd like to schedule an interview. Thank you again for your interest in joining our team!

Thank you for your impressive resume and for considering Doe Corporation! While your qualifications are strong, we don't currently have an opening that's a perfect fit. However, we anticipate potential openings in the next year and will keep your resume on file. We'll contact you for an interview if a suitable position arises. Thank you for your interest, and we hope to connect soon!

Thank you for contacting Doe Corporation about employment opportunities! We're reviewing your qualifications against our current needs. If your background aligns with an open position, we'll contact you for more information. Otherwise, we'll keep your inquiry on file for six months for future openings. Thank you again for reaching out!

Thank you for applying for the Production Manager position at Doe Corporation. We've carefully reviewed resumes and selected candidates whose skills and experience most closely match our requirements. Unfortunately, your application wasn't selected for further consideration. Thank you for your time and interest in Doe Corporation. We wish you the best in your job search!

How to Write this Acknowledgment Letter: Expert Tips and Guidelines

Your response should assure the sender that you have received the resume and that you will consider it carefully.

• As you confirm that you have received the resume or letter, express appreciation for the applicant's interest.
• Explain what you will do with the resume, whether you will keep it on file, pass it on to a specific person, or discuss it with someone.
• Close with an expression of good will.

Write Your acknowledgment in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases

1 as you confirm that you have received the resume or letter, express appreciation for the applicant's interest., sample sentences for step 1.

• We have received your letter and resume expressing interest in working for Doe Pharmaceuticals.
• Thank you for your interest in the teaching position we announced in the newsletter last week.
• We appreciate your interest in Doe Construction, and will study your resume carefully.
• Thank you for submitting your resume in response to our announcement in the placement bulletin.
• The response to our announcement has been overwhelming. Thank you for sharing your resume with us.
• Thank you for sending us your resume.
• Thank you for sending us the information regarding your background and experience.
• We were delighted to receive your letter and resume yesterday afternoon.
• We appreciate your promptness in mailing us a copy of your resume.

Key Phrases for Step 1

• appreciate your promptness in
• appreciate your interest in
• for sending us your resume
• for submitting your resume
• for your interest in
• have received your resume
• in the position that we announced
• in affiliating yourself with
• in response to our
• in submitting your
• in the position of
• in the opening with
• in working for
• in the position that we posted
• outlining your training and work experience
• thank you for
• were pleased to receive

2 Explain what you will do with the resume, whether you will keep it on file, pass it on to a specific person, or discuss it with someone.

Sample sentences for step 2.

• I would like to schedule an interview with you to discuss your qualifications in more detail. Please call my secretary to set up an appointment.
• Unfortunately, we do not have any openings at this time; however, we will keep your resume on file and contact you as soon as an opportunity arises.
• Our hiring committee will review all of the resumes we receive and will invite those applicants who appear to fit our needs to interviews next week.
• We have filled the position, but will keep your resume on file.
• We are scheduling interviews for next Saturday, June 5. We hope you will be able to meet with us then. My secretary will call to arrange an appointment.
• After the deadline for submitting resumes, we will interview the candidates whose qualifications most closely match our needs. Our secretary will call to set up appointments with those candidates.
• Since we do not anticipate any openings for several months, I am taking the liberty of sharing your resume with the manager of our subsidiary, who may be interested in your qualifications. If she has an opening, she will call you for an interview next week.
• I am enclosing a standard application form for you to fill out and return at your earliest convenience. After we receive your application, we will contact you as soon as we have an opening.
• Please fill out the enclosed application form and return it as soon as possible. After I receive it I will be able to set up an interview with the directors.

Key Phrases for Step 2

• after the deadline for
• after we receive your application
• am enclosing an application form
• are currently reviewing all resumes
• as soon as we have an opening
• as soon as possible
• at your earliest convenience
• do not anticipate any openings for
• do not have any openings
• have filled the position
• our hiring committee will meet
• please fill out the enclosed
• to discuss your resume
• when your application file is complete
• when a position becomes available
• whose background and training are
• whose qualifications most closely match the job requirements
• will keep your resume on file
• will contact you
• will review all the resumes we receive
• will then schedule an interview
• will call you as soon as
• will be reviewed
• will interview those candidates
• will invite those applicants
• will consider your resume

3 Close with an expression of good will.

Sample sentences for step 3.

• We appreciate being able to review your background and work experience.
• Thank you for your interest in Does.
• I look forward to meeting you.
• You should hear from us within two weeks.
• We appreciate your interest in being affiliated with our company.
• Thank you for sending us this information for our action.

Key Phrases for Step 3

• best wishes for
• can expect to hear from us by
• in all your endeavors
• in your job search
• in being affiliated with our company
• look forward to
• new positions will be available
• remain in touch
• to reviewing your resume
• to a new hiring season
• will contact you as soon as
• will be pleased to inform you if
• wish you success in
• wish you all the best in

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Applicant acknowledgement email: Templates

In the hiring game, prompt and clear communication is everything. From your candidate’s perspective, it can make or break their perception of you and your reputation as an employer.

That’s why it’s important to send applicant acknowledgement emails soon after a candidate has applied for a job. There are multiple ways you can go about writing these messages but no matter what you choose, a templated response will ensure you communicate the right details and that you don’t let candidate applications fall through the cracks.

Read on for tips on how to write a job application response email, and templates you can copy and paste into your hiring software or email client right now. Plus, we’ll go over how to automate your entire application response process. 👇

What is an applicant acknowledgement email & why should you write one?

An applicant acknowledgment email or a “thank you for applying” email is a message hiring managers and recruiters send to candidates to inform them that they’ve received their application and to let them know the status, including the next steps. The application might include a résumé and cover letter and/or answers to the job application form .

An applicant acknowledgement email has a few functions. For one, it communicates where the candidate is in the various stages of the hiring process and if they’ll be moving forward with your company or not.

For example, if a candidate lacks the must-have, non-negotiables in the job description — like a driver’s license for a delivery driver job — you would want to send an applicant acknowledgment email to thank them for applying and let them know you won’t be moving forward with their application. In cases where you would like to move the candidate to the job interview stage, you can also use the “thank you for applying” email to inform them of this.

So, why write an applicant acknowledgement email anyway?

First and foremost, timely communication during the hiring process is the backbone of a positive and memorable candidate experience (we know you wouldn’t be here if you disagree! 😉). Candidates deserve to know that once they’ve taken time to apply to your job opening their application hasn’t gotten lost in the process – and no one likes to be ghosted. Receiving a job application response email shows candidates that your hiring process is organized and that they’re not just a number in your search for a new teammate.

Applying for jobs can be stressful — especially if a candidate has been on the hunt for a while. A simple acknowledgement email can go a long way for a concerned candidate and it gives them peace of mind during their job search.

<div class="inpage-callout-container"><p class="inpage-banner-text">💡 Remember: Strong communication with candidates is more important than ever in today’s tricky job market. Unfortunately, we’re living in a time when candidates are constantly being left in the dust. But when you use kind, respectful and thoughtful communication techniques from the very start of your hiring process (like sending applicant acknowledgment emails), your company is sure to stand out amongst the stiff competition. ✨</p></div>

“Thank you for applying” email templates:

Simple job application response email template.

If you simply want to let candidates know that you’ve received their application and will be in touch soon, use this email template:

Subject line: Thank you for your application at [Company Name] / Your application at [Company Name] Hi [Applicant's Name], Thank you for taking the time to apply for the [Job Title] position at [Company Name]. We appreciate your interest in joining the team and the effort you put into submitting your application with us. Our hiring team is thoroughly reviewing all submissions and are planning to schedule interviews [mention the timeframe]. Please rest assured that we will notify all applicants of their application status and whether they are selected for an interview or not. We genuinely value your interest in joining our team and want to ensure a fair and transparent hiring process for everyone. Thank you once again for taking the time to apply to this role at [Company Name]! Kind regards, [Your Name] [Your Email Signature] ‍

Applicant acknowledgement email template for an accepted candidate

If you’d like to proceed with a candidate’s application and bring them through to the next stage of your hiring process, here’s an email template you can use to do just that:

Subject line: Thank you for your application at [Company Name] / Your application at [Company Name] Hi [Applicant's Name], We were very pleased to receive your application for the [Job Title] position at [Company Name] and we're eager to learn more about you. We’d like to invite you for an interview to discuss your experience, career goals, our company, and explore how this might be a mutual fit. We’ll be sending you an interview invitation [share timeframe] with various dates and times so please keep an eye on your inbox for an email from us. Congratulations on making it to the next stage! We're looking forward to meeting you and learning more about your unique skills and experiences. Best regards, [Your Name] [Your Email Signature] ‍

📣 Use one of our interview invitation templates to invite the candidates of your choice to the next round of your recruitment process.

Job application response sample email template for a rejected candidate

Not every applicant is going to get an interview at your company. After reviewing applications, you’ll want to send an email to the candidates you won’t be moving forward with. Here’s an email template to help communicate the message in a thoughtful and professional way:

Subject line: Your application at [Company Name] Hi [Applicant's Name], First and foremost, we want to express our gratitude to you for taking the time to apply for the [Job Title] position at [Company Name]. We sincerely appreciate your interest in joining our team. After careful consideration, we have decided to move forward with other candidates who more closely match the requirements and qualifications we’re seeking for this role. Please know that our decision was not easy as we received many impressive applications, including your own. We value your skills and experience, and we encourage you to keep an eye out for future opportunities with [Company Name]. We would love to keep your application on file for future jobs that may be suitable for you at our company. If you would prefer that we delete your contact information and application, please let us know. We wish you all the best and thank you again for your application and interest in [Company Name]. Kind regards, [Your Name] [Your Email Signature] ‍

📣 Need more candidate rejection messaging? Check out these professional and thoughtful candidate rejection email templates to help soften the blow.

4 steps to write an application acknowledgement email/letter

When thanking job candidates for applying to an open position at your company, follow these steps to knock it out of the park:

1. Thank your candidate for taking the time to apply

Applying to a job is no small feat. It takes time out of a candidate’s day and a lot of effort to make sure their application captures your attention. Each time you get an application, remember the person on the other end. A great way to show your appreciation for an application is to thank the candidate at the beginning of the acknowledgment email.

<div class="inpage-callout-container"><p class="inpage-banner-text"> 💡 Pro Tip: We’d always recommend using applicant tracking software to send and automate your candidate thank you email process. It ensures that you respond to candidates in a timely manner and it provides them with clarity on the hiring process. Automating this means that you won’t leave any candidates or job applications behind!</p></div>

2. Remind them of the role they applied for and the information they shared

In the subject line or body text of the email, include the role the candidate applied for. This makes the experience for the candidate more personalized and it also is helpful for candidates who may have applied for multiple open roles.

If you used a job application form as part of your application process, hiring software like Homerun allows you to also include the candidate’s application answers in the email. This is really handy because when candidates prepare for interviews, they need to know what they said in their answers. Not all application forms will save and send candidates their responses (for example, you can’t expect this from a Google Form).

📣 MORE: Recruiting email templates to simplify your candidate communications

3. Inform the candidate of their application status

This part of the applicant acknowledgement email depends on how your team decides to approach this type of communication with job candidates. You may want to thank the candidate for applying and mention that you’ll get back to them with the next steps in x days while you review their candidacy. If you can give them a rough timeline, that’s great! You can also choose to let them know you’d like to move forward with them or that you’re no longer considering their application for the job.

If you’ve come to the decision that you won’t be moving forward with a candidate, we’d recommend providing some more context in your email. Let them know why you won’t be conducting a job interview with them or hiring them in a kind and professional way. This transparency informs the candidate’s experience with your company, it helps in their job search and it boosts your company's reputation in the long run.

4. Sign off on an appreciative note

As you would with any email, end your thank you for applying email on a professional and appreciative note. Thank them again for their interest in the role and for taking the time to apply — it’s no easy feat submitting job applications after all. Depending on the rest of the email, you can even suggest they keep an eye on future positions at your company.

Automating your applicant acknowledgement emails

Replying to every single application you receive for an open role is not only time-consuming, but it can be pretty tedious work too! Templates are fantastic for speeding up this process and ensuring that every single candidate who applies has the same, pleasant candidate experience with your company.

Want to take it a step further? Using hiring software to automate applicant acknowledgement emails is a game changer. Automation simplifies updates and follow-ups and centralizes applicant information for better collaboration within your hiring team. With an ATS for small businesses that automates your candidate emails, you can:

• ⏳ Save time and effort for hiring teams: No more manual email composition – the software generates personalized emails instantly, allowing hiring managers and recruiters to focus on more important tasks.
• 📩 Ensure consistent and professional communication: With predefined templates, every applicant receives a polished acknowledgement email, helping you maintain a positive employer brand and deliver a seamless experience for candidates.
• 🥳 Enhance the candidate experience: Prompt acknowledgements show that candidates’ time and effort are valued, even if they don't move further in the hiring process. It leaves a positive impression and reflects your company's clear and timely communication standards.

Add any of these applicant acknowledgement email templates to Homerun’s hiring software and streamline your candidate communications.

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Find out how homerun can help you organize your hiring workflow., related articles, 50 application questions to find the right candidate for every job, a guide to applicant tracking systems (atss) for small businesses [2024], new to hiring start here, our newsletter.

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Application Acknowledgement / Confirmation Letter

Application acknowledgement letter, application confirmation letter.

Application Acknowledgement Letter Sample

Let Your Candidates Know That You Received Their Application

• Job Search Resources
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• Employment Law
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• No Acknowledgement Sparks Dysfunctional
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Application Acknowledgment Letter Sample

Sample candidate rejection letters.

Susan Heathfield is an HR and management consultant with an MS degree. She has decades of experience writing about human resources.

Positive Communication With Job Candidates

Do you need a sample application acknowledgment letter? Here is a sample application response letter for the applicants who apply for your open positions. Use this sample letter to develop your own letters to tell anxious applicants that you have received their application and resume. When you fail to acknowledge your job candidates' applications, you fail your first step as a potential employer.

Starting with this letter that lets your applicants know that you have received their resume and cover letter, you open the door to effective communication with the prospective employees who apply for your jobs.

This response letter is sent at one of the four critical points at which your candidates need communication from you . Rather than letting your candidates think that their application disappeared into a dark hole, or forcing them to try to communicate with you repeatedly, you can reassure them that their application is under consideration.

This is important because customizing a resume and a cover letter to apply for your job posting takes a candidate 30 minutes to an hour. Even online forms take a lot of candidate time. The candidate then waits and waits to learn if he or she was among the most qualified applicants and whether they will be invited to participate in a job interview.

No Acknowledgement Can Spark Dysfunctional Candidate Behavior 

By not sending an applicant response letter, you are asking for all sorts of dysfunctional candidate behavior such as calling you repeatedly to find out if you have received their resume and cover letter. Many candidates feel forced to call your office to make sure that they are under consideration—or to determine for sure that they're not. Who can blame them in a competitive job market for desirable jobs?

Or some candidates send them again, depending on their interest in your posted job, because they don't want to miss out on the opportunity to receive your consideration. These activities double your workload when you have to review repeat resumes and cover letters.

Other candidates might start sending their resumes on colorful paper to catch the employer's eye better. From one employer's memory of a job applicant's desperate measures to get noticed, having to clean up confetti from her desk and the HR office floor did not endear that candidate to her in any way. 

Solidify Your Position as an Employer of Choice to Encourage Employee Referrals

Using the application response letter to communicate with your job candidates maintains your position as an employer of choice . It also helps your employees to function as your candidate recruiting ambassadors in the world and on social media . To be willing to do this, your employees need to be proud of their company brand and of how their employer treats job candidates and employees.

You won't build a successful employee referral program if you fail to respond to your employee referrals. It is also disastrous for you as an employer if your employee asks what their friend heard back and the friend responds, "Not a word."

This letter is your standard applicant response letter for the resumes and applications you receive. Since many of these applications arrive in email, a response via email is acceptable. You can use a standard response for all applicants for any job. You do not need to customize these letters for different positions other than the name of the job.

You can use this application acknowledgment letter example as a model to notify applicants. Download the letter template (compatible with Google Docs and Word Online), or read the text version below.

Application Acknowledgment Letter Sample (Text Version)

Date Name of Applicant Applicant's Address Dear (Use Applicant's Name):

This letter is to let you know that we have received your application. We appreciate your interest in (Company Name) and the position of (Name of Position) for which you applied. We are reviewing applications currently and expect to schedule interviews in the next couple of weeks. If you are selected for an interview, you can expect a phone call from our Human Resources staff shortly.

Thank you, again, for your interest in our company. We do appreciate the time that you invested in this application.

Real Person's Name Real Person's Signature

Example: HR Director for the Employee Selection Team

• See a standard applicant rejection letter that you use to respond to applicants who are not as qualified as the applicants you decide to interview.
• Find out more about writing job candidate rejection letters .

Application Acknowledgement Email Template

Use this email template to let job candidates know you received their application. It’s a small gesture that can help you win a ton of respect.

Candidates feel more confident in your company and themselves when you communicate quickly during every stage of the hiring process. (Don’t worry, automation can make this happen seamlessly and in a matter of seconds.)

This email template lets candidates know their application didn’t get lost in the shuffle, and that you are still actively engaged in the hiring process.  

In your email be sure to:

• Thank candidates for taking the time to apply
• Drop a quick reminder of the role they applied for
• Let them know the status of their application and next steps
• Give a timeframe of when to expect hearing back from you

Sample email to acknowledgement application

Subject line: We received your application / Your application at [ Company_name ] is in!

Hi [ Candidate_Name ],

Thank you for completing the application for [ Job_title ] position at [ Company_name ].

Your [ application/resume/portfolio ] is in, and our hiring team is currently reviewing all applications. We plan to schedule interviews [ mention timeframe. ] If you are among qualified candidates, you will receive [ e.g. a call/email ] from one of our recruiters to schedule [ list type of interview. ] You will hear from us soon about the status of your application.

Thanks again for applying! 

Best regards,

[ Your name ]

[ Signature ]

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How To Write an Application Acknowledgement (With Examples)

Writing a professional application acknowledgement letter can be a tricky task for many people. It is important to remember that an acknowledgement letter serves as a formal record of the person or organization that has made an application or request. It is also an opportunity to thank the applicant or requester for their time, effort and dedication to the process. An effective acknowledgement letter should be clear, concise and courteous, and should thank the individual or organization for the time and resources devoted to the application or request. An acknowledgement letter should also include pertinent information about the application or request and provide an opportunity for the recipient to contact you with any questions or concerns. This blog post will provide some tips and tricks on how to write an effective and professional application acknowledgement letter.

• Address the letter to candidates. …
• Inform them of the status of their application. …
• Close the letter. …
• Shows respect for job candidates. …
• Gives the company an excellent reputation. …
• Keeps everyone informed on the hiring process. …
• Proofread your letter.

How to write an application acknowledgement letter

Following are some guidelines for creating an acknowledgement letter to inform applicants of the progress of their application:

1. Address the letter to candidates

Gather all applicants’ contact details, which can be found on their applications. If you decide to mail a letter, you can begin it as a business letter by including your name and contact information at the top, followed by the address of the job candidate. It’s crucial to include the date so that the applicant can determine how up-to-date the information is.

You do not need to start a business letter with your contact information at the top if you choose to send an email instead of a physical letter. Your phone number is a good idea to include at the end of the email in case the candidates have any questions. Create an informative subject line for an email to ensure that the recipient opens it and does not perceive it as spam. Here are some illustrations of subject lines for emails confirming receipt of applications:

2. Inform them of the status of their application

Write about why you are writing in the letter’s body. They may receive this to let them know that you are considering their application, want to interview them, or are no longer interested in their application. Regardless of the outcome of their application, you can thank the job applicant for doing so.

To add more context, it’s helpful to include information about their application. For instance, if a candidate is no longer being considered, you could cite a requirement they didn’t meet as justification for moving on to other candidates. However, since doing so would take time, you don’t have to personalize each letter.

3. Close the letter

Give the recipient the option to contact you for more information when you close the letter. Use a formal letter closing, such as sincerely, best wishes, or kind regards, to thank them for their time. Additionally, you could invite them to apply for additional positions with the business in the future.

What is an application acknowledgement letter?

An application acknowledgement letter is a communication that employers send to applicants to let them know that their materials have been received. Frequently, a letter acknowledging an application will also inform applicants of the status of their application. For instance, acknowledgement letters might inform a candidate that the employer isn’t considering them for the position because they don’t meet the requirements. Application acknowledgement letters may also state that a candidate has been selected for an interview and that the employer appreciates their application.

Candidates can receive letters acknowledging their paper applications via mail or email. Particularly if there are many applicants for a position, emailing is quicker and occasionally more convenient.

Sample letter for a rejected candidate

Here is an example acknowledgement letter that you can use when rejecting a job applicant’s application:

Laura Walker Nashville, Tennessee 555-555-5555

August 26, 2021

Abbey Mills Nashville, Tennessee

Dear Abbey Mills,

Thank you for your interest in Platinum Paper Co. and for applying for the graphic designer position. After reviewing all of the applications we received for this position, we decided not to move forward with yours because we wanted someone with more experience.

Platinum Paper Co. appreciates the time you invested in your application. We encourage you to apply again in the future. Call my office at 555-555-5555 if you have any inquiries about your application.

Regards, Laura WalkerOn behalf of the Platinum Paper Co. hiring department

Why is it important to communicate with job candidates?

Sending job candidates an application acknowledgement letter is beneficial for a number of reasons, including:

Shows respect for job candidates

It demonstrates consideration for job candidates’ time to let them know how their application is progressing. It is polite to communicate so that the applicant can make plans in advance because they might need to continue their job search and look for employment elsewhere. This demonstrates appreciation for the time and effort job candidates put into creating their application materials.

Sometimes a job applicant might later be a good fit elsewhere in the business. Respecting job candidates will increase the likelihood that they will apply to the company again. This also keeps a candidate’s impression of the company positive.

Gives the company an excellent reputation

Many job applicants value being notified that you have their application, are reviewing it, and are either accepting it or rejecting it. This could improve public perception of your business and hiring procedure. Being considerate increases the likelihood that people will have favorable perceptions of your business, which helps you maintain your reputation.

Having a stellar reputation, particularly for your hiring procedure, motivates applicants and draws more people to your business. Consumer opinions can be influenced by your reputation and how you handle job candidates. If you have a good reputation, consumers are more likely to be loyal to your brand, which can also increase your profits.

Keeps everyone informed on the hiring process

Candidates should also receive information about your hiring procedure in the application acknowledgement letter you send to them. Offering transparency not only helps with candidate onboarding but can also improve your company’s reputation. Transparency increases the confidence of the candidate you hire to begin in their position.

The applicant will have more time to prepare for an interview if you let them know you’re considering them for the position. Candidates who don’t meet your requirements can still move on with their job search if you inform everyone involved in the hiring process.

Sample letter for an accepted candidate

You can use this model to guide your writing if you’re writing an application acknowledgement letter to a candidate you’re seriously considering:

Kitty Barley Nashville, Tennessee

Dear Kitty Barley,

Thank you for your interest in Platinum Paper Co. and for applying for the graphic designer position. After reviewing your application materials, we decided to move forward with hiring you over a few other candidates.

Platinum Paper Co. has been impressed by your application, and we intend to get in touch with you to arrange an interview. Call my office at 555-555-5555 if you have any questions.

Best wishes, Laura Walker on behalf of the Paper Co. hiring team

Tips for writing an application acknowledgement letter

You may find these tips useful when writing your letters:

Proofread your letter

An application acknowledgement letter is formal correspondence from your business that is written in the business format. It’s crucial to make sure the letter accurately represents the business. To sound professional, proofread your letter and look for formal, business-like language as well as any spelling or grammatical mistakes. Another helpful strategy is to have a coworker proofread it beforehand to catch mistakes or enhance the tone and readability.

Organize the contact information of job candidates

Gather contact information from applicants as you review their applications to make it easier to use when writing acknowledgements to job candidates. Making separate lists is also beneficial so you can keep track of the candidates you want to give more consideration to and the ones who didn’t meet the criteria. When writing the acknowledgement letters, organizing this data can speed up the process.

Develop a process

Given the likelihood that many job seekers will submit applications to your business, you will need to write more letters. Establishing a process is one way to spend less time. A process offers practical, repeatable steps for a project and can boost productivity. In order to assign tasks for reviewing applications, accepting candidates, and writing to candidates you are no longer considering, your hiring process may involve multiple members of the hiring team.

How to Write the Acknowledgements Section | Scribbr

How do you acknowledge an application letter?

This letter is to inform you that we have received your application, dear (Insert Applicant’s Name). We value your interest in our company (Company Name) and the position you applied for, (Name of Position). We are currently reviewing applications, and we hope to set up interviews in the coming weeks.

How do you write an Acknowledgement for a job?

Thank you for applying to the [Job_title] position at [Company_name]. I’d like to inform you that we received your [application/resume/portfolio. Our hiring team is evaluating all applications at this time, and we intend to set up interviews [indicate timeframe, e.g. g. in the next two weeks. ].

What is application acknowledgment?

Regarding the job offer email dated “Date” confirming my selection for the position of “Title” with “Company,” I would like to thank you for giving me this opportunity. I accept this position with great gratitude and pride.

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Application Acknowledgement Email: What Is It And Why Is It Needed?

If you’ve ever had to look for a job, odds are you would’ve sent application after application, hoping to hear from recruiters or hiring managers. “Good news, we would like to invite you for an interview!” or “Good news, you’ve been shortlisted!” are just the cherries on top of an application sundae, but no one ever talks about the other side of it.

That’s the cold shoulder. The zero calls, texts, or emails weeks after. These days, it’s called ‘ghosting’, where all forms of communication are cut off without any explanation. If you were to talk to a person in front of you and they didn’t respond, it would be like talking to a ghost, hence the term.

When applicants are ghosted or ignored without any reason or communication, it can make them feel like they’ve wasted their time applying for a role in your company. This causes a negative perception of your business, and you’ve just lost a potential customer or talent. 

While employers may have more important things to do than reply to applicants, acknowledging them will leave a good impression of your company. It paints a picture of a company that’s capable, positive , and establishes connections for the future.

What Is An Application Acknowledgement Email?

As the name implies, it’s a reply sent by hiring managers or recruiters to applicants acknowledging their job applications . Moreover, it serves as an update on a candidate’s application status, like whether or not they will be moving on to the next phase.

The reply can take on a formal and professional tone or a casual and friendly manner, but essentially, it’s the equivalent of “We’ve received your order!” on food delivery apps. Like how we converse with people in real life, your acknowledgement email should carry the same language.

Once a candidate has sent their application, the ideal timeframe to reply to them should be within 24-48 hours. Whether it’s an automated reply or personally written during your lunch break, it’s helpful for candidates to know that their application made it into your hands. Even if you can’t reply instantly, sending one within the week still means a lot.

3 Steps To Write An Application Acknowledgement Email (With Templates)

Once the applications trickle in, it’s time to write your thank you note! Get started writing your application acknowledgement email with these three quick pointers:

1) Address the email to the candidate

Reply to the same email address the application originated from. Use an informative subject line that summarises the contents of the email clearly to ensure they open it and don’t regard it as spam.

2) The status of their application

Is their application still being processed, approved, or rejected? Let them know, and don’t forget to thank them for applying. As an option, you can provide context about the position or application to add value to your words.

3) Closing the email

End your email with your contact information should the applicant have further questions. Lastly, thank them for their time, and close the email with a polite sign-off.

To help candidates feel valued and to add a touch of personalisation, include these details:

• Candidate’s name
• Position or vacancy they’ve applied for
• Confirmation of receiving their application
• A tentative timeline for screening applications and any follow-ups, if there are
• The recruiter’s contact information should the candidate have questions regarding the application
• Thank them for applying

In the email, use a tone that best represents your company culture to help applicants feel welcomed. It can be formal, casual, relaxed, or even include meaningful quotes that tie back to the company’s culture.

Here are some letter of acknowledgement samples you can refer to to kick-start your streamlining!

Subject line: We’ve received your application at {Company’s Name}!

Hi {Candidate’s Name},

Thank you for applying for the position of {Job Title} with us at {Company’s Name}!

We have received your {application/resume/portfolio}, and our hiring team are currently reviewing all applications within {mention timeframe}. If you are shortlisted as a candidate, you will receive a {call/email} from us on the next steps of the process.

Thank you for applying, and we wish you all the best!

Best regards,

{Recruiter’s Name} {Signature}

Subject line: Thank you for applying with {Company’s Name}

Dear {Candidate’s Name},

Thank you for taking the time to apply for the role of {Job Title}. We appreciate your interest in {Company’s Name}.

We are currently in the process of accepting applications for this position. We will begin taking interviews {mention timeframe}. If you are selected for an interview, our human resources department will be in contact with you by {estimated date}.

Subject line: We’re reviewing your application!

Greetings, {Candidate’s Name}!

My name is {Recruiter’s Name} and on behalf of {Company’s Name}, we would like to thank you for applying with {Company’s Name} as a {Job Title}.

We have formally received your application and will review it in the next few days. If you are shortlisted as a candidate, we will reach out to you personally regarding the next steps of your exciting journey with us!

Once again, we thank you for applying and taking the time to apply for this position. We appreciate your interest in {Company’s Name} and wish you all the best in your application.

Subject line: Your application to {Company’s Name}

Hello {Candidate’s Name},

We have received your application for the position of {Job Title}. The recruitment process will take {timeframe} and we will notify you if you have been selected.

You can read more about us on our company's career page, or follow us on social media on Facebook, Instagram, and LinkedIn to get the latest updates.

If you have any questions, please contact me at {recruiter’s telephone number/email}.

Best Regards,

3 Personalised And Creative Application Acknowledgement Emails

What makes your company unique? Is it the meeting rooms named after fruits? Star Wars quotes on the walls and a company-wide celebration on May the 4th? Don’t be afraid to show your company’s personality and character with creative acknowledgement emails too.

Subject line: Hooray, we received your application to {Company’s Name}!

Hi {Candidate’s Name}, we’re thrilled that you’d like to join us here at {Company’s Name!} We received your application for {Job Title} and rest assured, we’re processing all applications as quickly as our eyeballs can.

We will be in touch in {timeframe} if we would like to schedule an interview with you. Unfortunately, the days are short and applicants many, so we won’t be able to meet everyone. Nevertheless, you will still hear from us if you have been shortlisted or not.

All the best, and let’s keep in touch!

Subject line: Thank you for applying to {Company’s Name}

My name is {Recruiter’s Name} and on behalf of {Company’s Name}, I am writing this email to acknowledge that we have received your application for the position of {Job Title}.

Our company has been growing steadfastly since {year} and we hope you will be able to join our ranks soon. Aside from {company benefits}, we provide numerous opportunities for employees to grow their skills, knowledge, and personality.

We are currently processing applications and it may take some time to get back to you. Thus, we would appreciate your kind patience on this matter. We will contact you via {email/phone} once we receive an update regarding your application.

Thank you for your time and interest, and we hope to see you soon.

Subject line: Greetings, from {Company’s Name}

Greetings, {Candidate’s Name},

We are pleased to have received your application for {Job Title}. It must not have been an easy journey, navigating through mazes of code and defeating pesky viruses.

On behalf of {Company’s Name}, we are delegating great resources to process your application the soonest we can. If you are the Chosen One, you will be summoned to speak with us within {timeframe}. If it is not your time yet to wear the crown, you will be notified as well. 

We thank you for your patience, and may the odds be ever in your favour.

7 Automated Email Tools For Faster Replies

For busy recruiters and hiring managers, it can be time-consuming to manually reply each applicant, day in and day out. Fortunately, that’s where automation comes in.

Regardless if you’re a small mom-and-pop shop or a multinational conglomerate, automated emails can work wonders in streamlining your hiring process through Applicant Tracking Software (ATS).

Here are several tools you can use, depending on the email complexity needed and the volume of applications you typically receive.

1) Gmail/Microsoft Outlook

Price range: Free.

2) Mailchimp

Price range: USD 0/month - USD 299/month.

Price range: USD 45/month - USD 3,600/month.

4) Salesforce

Price range: USD 25/month - USD 300/month.

5) Reply.io

Price range: USD 60/month - USD 90/month.

6) Workable

Price range: USD 129/month - USD 559/month.

Price range: Upon request.

Besides this, an email guideline tailored solely to career applicants will come in handy to keep everyone on track. Here, the hiring process and timeline are clearly outlined, from the first “Thank you for applying!” to how to reply to an angry “Why didn’t I get the job?” email.

Why Send An Application Acknowledgement Email?

Maybe an applicant has a medical background and is applying for a position in the cryptocurrency field. Or perhaps their Adobe Lightroom skills are not yet on par with what you’re looking for. Even if they aren’t shortlisted or meet the requirements, acknowledging their efforts won’t hurt. Why?

• It shows respect for your candidates: A reply indicates your respect for their time and effort. At the same time, this will help the applicant plan accordingly if they need to continue looking for employment. Plus, they might not be a good fit now, but could be down the road!
• Your company gains reputation: Keeping them informed of their application status (reviewing, accepted, rejected) is something many candidates appreciate and will view your company and its hiring process positively.
• Everyone is well-informed on the hiring process : Tying back to the experience of it all, being transparent about your hiring process will be useful during onboarding. Once you acknowledge that an applicant is being considered, this gives them better initiative and an opportunity to prepare themselves for the next steps.

A generic “Thank you for applying” email can come across as less warm and friendly, compared to those which are genuinely earnest and appreciative. Emails of the latter types foster healthier relationships between the applicant and recruiter/company, leaving a positive experience all around.

As busy as you are, try not to ignore applicants too. Instead, something that might help would be to insert a disclaimer when advertising your vacancy. It can be as simple as:

“If your experience meets the requirements of our company, we will contact you. If you receive no feedback, it means that currently there are no available vacancies for you.”

Based on this, potential applicants will know what to expect if they don’t hear from you at all!

Sample Application Email For Accepted And Rejected Candidates

Accepted Candidates

Subject line: Your application with {Company’s Name}

Thank you for applying for the position of {Job Title} with us at {Company’s Name}. After studying your resume and background, we’re delighted to inform you that we would like to meet you and get to know you better!

We would like to invite you to an interview {at our office/via Skype} so that we can get to know each other better and learn more about the role. The interview will take {timeframe} and will entail {details of the interview}.

Please let us know which of the following dates and times work best for you.

• {Day, Time 1}
• {Day, Time 2}
• {Day, Time 3}

Looking forward to meeting you!

Rejected Candidates

Thank you for applying for the position of {Job Title} with us at {Company’s Name}. We sincerely thank you for your valuable time and effort.

After careful consideration, we regret to inform you that we will not be moving forward with your application right now. {Optional context why}

Once again, we thank you for your time and we greatly appreciate your application. We wish you all the best in your job search!

How Application Acknowledgement Emails Affect Company Branding

As much as businesses need talents, abundant opportunities in the job market also mean that candidates get their pick of the litter too. And one thing 95% of job seekers consider is the company’s reputation .

From the details of a job ad to the letter of offer or rejection, every step of the hiring process impacts the employer branding and the overall experience for candidates, who are often the company’s very customers too.

For instance, if a candidate encounters a negative experience with a recruiter during their interview, they would be less likely to recommend their peers to apply. The same goes when their applications are ghosted without even the courtesy of a reply!

Building and maintaining a strong, positive brand presence from start to finish solidifies a business’ image in the eyes of talents and consumers, capable of attracting talented candidates. Plus, when internal employees are happy and part of an impactful experience, they’d be just as open to referring talents.

• Human Resources
• Tools and Samples

Thank You for Applying Email

An employee "thank you for applying" email lets job applicants know that their application has been received, and may also set up their expectations for what's next and when they should expect responses. They can also be used to passively screen applicants.

Try Betterteam

Post your jobs to 100+ job boards

• Reach over 250 million candidates.
• Get candidates in hours, not days.

Thank You for Applying Email Template

Download this free thank you for applying email template and start using it straight away.

Thank You for Applying Email Example:

[Applicant Name],

Thanks for taking the time to apply for our position. We appreciate your interest in [company name] .

We're currently in the process of taking applications for this position. We will begin taking interviews [time frame i.e. in the next two weeks] . If you are selected to continue to the interview process, our human resources department will be in contact with you by [date, or estimated date] .

[Your Name]

[Your Position]

That's the basic email. You might want to try out Betterteam's screening email as an alternative. It acknowledges that the application has been received, but it also gets the ball rolling on the hiring process .

The idea is to send applicants 5 questions that take about 20 minutes to answer. This will automatically filter out unmotivated applicants because they won't even bother answering. Furthermore, you'll be able to pick out the good candidates quickly because they've all answered the same questions, making responses easy to compare.

Our sample email includes 5 generic questions that you can use, although we recommend that you tailor them to the particular job as much as possible.

Application Screening Email Template

Download our application screening email template and start using it straight away.

Application Screening Email Example:

[Applicant Name] ,

Thank you for taking the time to apply for our [title] position. Below is a small test we would like you to tackle which should take no more than 20 minutes. This will help us to understand the way you work and also give us some insight into your skills.

• Why did you decide to apply for this job?
• What, in your opinion, is the most important task for this job? Why?
• List the steps you would normally take to do this task correctly.
• What would you do to make your work stand out from the rest?
• Can you give me some examples of how you've done this job in the past, and the results you've gotten? Any numbers would be great.

[Your Title]

Employee Onboarding Process

How do you respond to a job application email?

You thank the applicant for applying in an email that also contains a few screening questions to judge the applicant's level of interest.

How do you acknowledge receipt for a job application?

Also known as an application acknowledgment email, a "thank you for applying" email is a courteous way to thank candidates for their application and can provide further details about interview dates and times.

Should I use a thank you for applying auto response?

Yes, we think so. An acknowledgment gives applicants a good impression of your company. It can also save you from having to follow up with emails asking when applicants can expect to hear back, and checking to see if you received their resume.

Should my company use the thank you for applying email for screening?

We recommend that any company should use a screening email, with one caveat. You'll want to write a really solid job posting that gets potential applicants excited about the job.

How do you end a thank you email?

You can choose to provide details about the interview process and when the candidate can expect to hear from HR, should they pass the screening stage. Alternately, just sign off with your name.

Related Articles:

Employee termination letter, the hiring process, new employee announcement email template, job application follow-up email, thank you email after a phone interview.

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Mar 22, 2023

How to acknowledge an email with 5 samples and template

If received an email, document, invoice, or something else, you should let the sender know you got it. Here we describe how to acknowledge an email and provide 5 examples.

Lawrie Jones

Table of contents

We regularly send acknowledgment emails to confirm receipt of something. Whether it’s a message, document, application, invoice, or something else you've received, you should let the sender know it has arrived!

In this article, we describe how to acknowledge an email, explaining why the most effective emails are short and straightforward.

Then, we'll show you how with 5 acknowledgment email reply samples and a completely customizable template. At Flowrite, we're making acknowledgment emails as easy as possible!

How to acknowledge an email

We often tackle tough email issues, but acknowledgment emails are easy. In many cases, they'll be just a few lines long.

The purpose of acknowledgment emails is to reassure the sender that their email has been received. They're similar to confirmation emails , going light on detail (but often including next steps, dates, and deadlines, as we'll explore later).

An acknowledgment email is often used to buy you some time. You can accept an email that has been received (or an resume successfully submitted), then set out the next steps. This strategy is often used with acknowledgment emails for job applications , for example.

You can acknowledge receipt of the message and then set out the steps for a more considered reply. More information means fewer questions!

One of the reasons acknowledgment emails are so easy to write is that they use a standard format. So let's get to business and break that down.

When to send an acknowledgment email?

If you're going to send an acknowledgment email, do it as soon as you can. It's easy to forget to craft a message or send an email, but this could cause disruption or even damage your relationship.

If you're going to send an acknowledgment email, send it as soon as you've received the original message.

Acknowledgment email format

The acknowledgment email format is easy to understand and put into practice. There are three elements to every email sent to acknowledge receipt, including:

• Subject line
• Acknowledgment email body
• Email ending

Here's some more detail about each section.

1. Acknowledgment email subject line

You'll want to use the subject line to convey your message quickly. State the who, what, and when and move on to the next section.

Here are some sample acknowledgment email subject lines:

• I've received your email
• Acknowledging receipt of your application
• Thank you for sending (whatever they have sent)
• Email confirmation – We have received your message
• Thanks for sending us (whatever they have sent)
• Email acknowledgment – thanks for sending your documents! (invoice, application, etc.)

2. Acknowledgment email body

The best emails get to business and keep it brief. Often one sentence is enough to tell the person you've received their message. It's always a good idea to thank someone who has sent you a message (even if it's an invoice or bill).

• I can confirm that we have received your email, and I wanted to acknowledge receipt.
• Thank you for sending me the (invoice, report, etc.). I can acknowledge that I have received it.

You can also add certain things to the email with specific details. Take the example of a job application; you may want to add some additional information to ensure they understand the process. (This can reduce the likelihood of them emailing you to ask further questions!)

• Applications close on (date), after which we'll contact those who have secured an interview.

3. How to end an acknowledgment reply email

You’ll want to close the email with details of how to contact you, or ask for more information if it’s needed.

• You can contact me at (contact details) if you need to chat about this project (document, report, invoice, bill, etc.).

As you'll see from our email samples, you don't need to create pages of content. The essential rule is to keep the email brief and get straight to the point – so that's what we'll do. Onward to our acknowledgment email samples...

5 acknowledgment email reply examples

We've scoured our inboxes and outboxes to identify 5 everyday situations where an acknowledgment email reply is required. You’ll find a short and simple example of how to acknowledge a job application and confirm receipt of payment.

We finish in Flowrite style with a customizable template you can shape for every situation.

1. Simple acknowledgment email reply sample

Let's start with a short and snappy email acknowledgment reply sample. It's short, easy to understand, and should take a few seconds to write and send.

2. Acknowledgment email sample to confirm receipt of documents

We're all sending documents, reports , and more by email. It's polite and professional to acknowledge receipt of documents, particularly if they're sensitive or from outside your organization.

3. Acknowledgment email to boss sample

If your boss emails you something important, you should acknowledge and reply to your boss ASAP. Don't waste time or wait; get on with crafting a message!

So, how to acknowledge an email from a boss? Check out our sample here...

4. How to acknowledge payment received via email sample

If someone has sent you cash (in a professional context or a personal one), you have to acknowledge that as soon as possible.

There's always a risk with sending money online, so this email will provide peace of mind that it's reached the right person or place.

This is how we recommend acknowledging receipt of payment.

5. Job application acknowledgment email sample

Acknowledging receipt of a job application is essential, as someone's career could rest upon it. A simple one-line message works, but enthusiastic applicants will often email you with questions.

We recommend adding as much detail as possible in your acknowledgment emails to counteract that happening (and cut out future unwanted emails!). Set out the next steps, including dates and future correspondence.

Professional acknowledgment email template

If you've read our guide this far but are still stuck on how to send an acknowledgment email, this template is for you.

We've broken down the email into blocks. Work your way through from top to bottom, adding information, editing sections, and deleting unwanted blocks.

By the end, you'll have an acknowledgment email suitable for your specific situation.

• (You may want to list what's happening in a job application process, for example. Bullet points are great for this purpose!)

Acknowledging final words

Thanks for reading this guide! We acknowledge that you should now have all the skills (and samples) to create great emails.

Acknowledgment emails really are as simple as a couple of sentences, so don't over-complicate them. Instead, learn the principles (or how to cut and paste) and get on with the rest of the day.

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Similar Letters

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• Inform the sender of the receipt of the application letter.
• Include important information which the sender may need to know.
• Wish the sender well and thank him or her for the time spent in sending the application.
• Make a reassurance that he or she will get a response from you as soon as possible.

SAMPLE LETTER

[Letter Date]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

We have received the application letter which you have sent us regarding the job vacancies here at our company. Rest assured that your application will be thoroughly examined, and you will be notified as soon as possible about any developments in your request. Thank you for taking the time to send us your application and for considering our company.

Sincerely, [Senders Name] [Senders Title] -Optional-

[Enclosures: number] - Optional - cc: [Name of copy recipient] - Optional -

Letter of acknowledgement of an application. Sample letter.

Further things to consider when writing acknowledgment letters to job candidates

Acknowledgment Letters

Acknowledgment letters are letters written to confirm that one has received a formal document or a letter itself. These letters serve as the receipt and should be sent as soon as the document has been received. In business, such letters play an important role as they indicate that you value the opinion of the sender, which can help in building good will and trust. Some of the instances when acknowledgment letters should be written include responding to a request for a donation, confirming a receipt of orders, or acknowledging a receipt of a package. They may also be written to confirm an appointment, respond to an inquiry about a service, or provide information to clients about their accounts. Acknowledgment letters should be written in a polite and truthful tone. Make the letters simple and short and avoid adding irrelevant details. Appreciate the reader's request and mention how your company handles such requests. Express your gratitude towards the reader for taking an interest in your company. Be professional and maintain transparency with the reader. For complaints, state what you are going to do about the issue and how long it will take for the issue to be resolved.

Letters to Job Candidates

Letters to job candidates are letters sent to applicants who are being considered for certain job positions. These could be acceptance letters to let the candidates know that they have been accepted, rejection letters to unsuccessful candidates, or job offer letters to officially offer job positions to the candidates. In all situations, a letter to a job candidate should be professional, thoughtful, and kind. Although you may think that it's unnecessary to write to a candidate after an unsuccessful interview, there is nothing more unkind than leaving a candidate waiting and wondering. Letters to job candidates are essential in that they eliminate doubts and confusion after an interview. The best letters to job candidates are professionally and formally written. Use proper address and salutation for the candidate. Start by congratulating the candidate for his/her time. Proceed directly to conveying the intended message. If the candidate has been accepted and offered the job, state so clearly and provide more information about the position. However, if the candidate has been rejected, communicate this assertively and invite him/her to apply in the future. Make the letter short, clear, and to the point and avoid providing unnecessary details. End on a positive note.

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• Acknowledgment
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Sample Email and Letter to Follow Up on a Job Application

How to Write a Follow-Up Email

When to follow-up, follow-up letter template, sample follow-up letter, follow-up letter format guidelines, sending an email follow-up message, more follow-up examples.

Emilie Dunphy / The Balance

It’s frustrating to send in a job application and not hear back from the company . When that happens, you have two options as an applicant: continue waiting or send a follow-up letter. 

What's the best way to follow-up? If you choose to send a follow-up, you’ll need to walk a fine line. While you want to remind the hiring manager of your interest and qualifications, you do not want that person to feel hounded. 

Remember that job interviews are about fit, to a certain extent—if the hiring manager doesn’t want to work with you, you won’t get the job. Pursuing them with endless follow-ups won’t help make your case.

Get tips on how to send a follow-up letter that strikes that perfect balance below, plus review a sample note and template to help you write your own persuasive message.

Be polite.  Avoid accusing the employer of forgetting your application or ignoring you. Assume the best—that the hiring manager is simply busy and has not yet had time to read your application or respond to you. Be extremely polite throughout the letter. 

Keep it short.  The employer is likely very busy and has many applications to read through. Therefore, don’t add to his or her workload with a long letter. Get right to the point, explaining who you are and why you are writing.

Reinforce your skills (briefly).  While your letter should be short, it's a good idea to briefly reiterate one or two things that make you stand out as a candidate. Emphasize why you are right for the job and/or the company.

You can also use the letter to express your enthusiasm for the position or company. 

Carefully edit and proofread your letter.  This letter is a chance for you to make a first (or second) impression on the employer. Make sure it is professional and polished and in proper business letter format. Read through the letter carefully before sending it. Triple-check for typos (and in particular, make sure to spell the recipient's name, and the company's name, correctly). 

Send your email or letter promptly.  Wait a week or two after sending your job application. If you don’t hear back by then, consider sending a letter. Keep in mind that it will take at least a couple of days for the letter to get to the company. If you are in a rush, consider  following up  in a different way. You can also send an email or make a phone call.

Follow up again.  If another week or so passes after sending your letter and you still haven’t heard back, you can send another. At that point, you might also follow up in a different way, such as a phone call or email , if you sent a letter the first time.

This is a job application follow-up letter example. Download the follow-up letter template (compatible with Google Docs and Word Online) or see below for more examples.

Use the sample letter below as a template for your own letter. Be sure to personalize the letter to fit the particular job and company.

Sample Follow-Up Letter to a Job Application (Text Version)

Jane Doe 123 Main Street Anytown, CA 12345 555-555-5555 jdoe@abcd.com

March 11, 2021

George Wyatt XYZ Company 87 Delaware Road Hatfield, CA 08065

Dear Mr. Wyatt,

I submitted a letter of application and a resume earlier this month for the programmer position advertised in the Times Union. To date, I have not heard from your office. I would like to confirm receipt of my application and reiterate my interest in the job.

I am very interested in working at XYZ Company, and I believe my skills and experience would be an ideal match for this position. In particular, my five years as an award-winning programmer at ABC Company make me a strong fit for this position and company.

Please let me know if you need any further materials from me.

I can be reached at (555) 555-5555 or jane.doe@.com. I look forward to hearing from you.

Thank you for your consideration.

Signature (hard copy letter)

This template shows the format to use when writing your letter. Edit it to fit your personal circumstances.

Your Name Your Address Your City, State Zip Code Your Phone Number Your Email

Name Title Organization Address City, State Zip Code

Dear Mr./Ms. Last Name:

Use the first paragraph to thank the hiring manager for considering your application. Mention your interest in the job and how enthusiastic you are about it.

The second paragraph of your follow-up letter should include the reasons you are an excellent candidate for the job.  List specific skills that relate to the job you applied for. The more detailed you are, the more the hiring manager will know about your qualifications.

The third paragraph (optional) can be used to mention anything else you'd like to bring to the attention of the employer.  This gives you another chance to make a good impression, especially if you remembered something that may help your case for getting hired that you didn't include in your cover letter.

In your closing paragraph, reiterate your appreciation for being considered for the   job  and let the reader know you are looking forward to hearing from him or her soon.

Your Signature ( for hard copy letter )

If you're sending your follow-up message via email, list your name and the title of the job you applied for in the subject of the message. Your contact information should be listed in your signature. Here is an example of an email subject line for your follow-up: 

Subject:  Jane Doe - Programmer Position

Here's an example of an email signature:

Jane Doe jane.doe@email.com 555-555-5555

Here are more examples of follow-up emails and letters to send after applying for a job or after you’ve interviewed.

• Email Follow-Up Template
• Resume Follow-Up Email
• Interview Follow-Up Email
• Email Interview Thank You Note With Follow-Up Information
• Follow-Up and Thank You for an Interview
• Follow-Up Letter After a Job Interview
• Influence Letter for After a Job Interview
• Phone Interview Follow-Up Email Message

Key Takeaways:

Follow Up Carefully:  It’s fine to reach out to the organization, but don’t overdo it.

Reiterate Your Qualifications:  Use your follow-up letter to remind the hiring manager why you’re an excellent candidate for the job.

Include the Details:  Be sure to include your contact information to make it easy for the company to get back in touch.

Application acknowledgement letter

Regardless of the outcome of your recruitment process for a job position, it is a common practice to send all the job applicants that took the time and effort to send a job application an acknowledgement of receipt notification by letter or email.

How do you acknowledge receipt of application?

Acknowledgment letters are written to confirm that a company has received a formal job application, and they are sent to the job applicants.  In the recruitment process, such letters play an important role as they indicate that you as a company value the time and effort invested by the sender in providing motivation and resume for the vacancy. The best letters to job candidates are professionally and formally written.

When responding to the job applicants to confirm receipt of the job application cover letter and/or resume, consider to include the following:

• Use proper address and salutation for the candidate;
• Start by congratulating the candidate for his/her time;
• Inform the applicants of the receipt of the resume/cover letter;
• Confirm a date before they will receive the response;
• Make the letter short, clear, and to the point avoid providing unnecessary details;
• Provide more information about the position;
• Include important information which the sender may need to know such as the most important job criteria;
• Wish the job applicants good luck and thank them for the time and effort spent;
• Make a reassurance that he or she will get a response from you as soon as possible.
• End on a positive note;
• Send receipts as soon as the application has been received., which can help in building goodwill and trust.

See an example   job ap plication acknowledgment letter:

• {{Address Sender}}
• {{Name Recipient}}
• Subject: {{Subject}}
• Dear Sir/Madam {{Name}},

Introduction

• Thank you for applying for the {{job title}} position at {{company name}}.
• This is to confirm that we received your application, which will undergo a screening process among other applications to select the best candidate.
• We acknowledge the receipt of your application for the {{job title}} position at the {{Company Name}}.
• The search committee will review all completed applications after the announced deadline.
• In the event of the acceptance of your application, we will notify you accordingly.
• A decision regarding your application will be made by {{date}}.
• We will call for an interview if you will be shortlisted for the position.
• Due to the large volume of applications that we receive, it is not possible for us to reply to the ones that failed the screening process.
• Regretfully, we will not be able to contact you if your application did not make it to the next stage. 
• If you don't hear from us by {{some date}}, then most probably your application was not shortlisted, and we encourage you to try and apply a later time.
• Thank you for your interest in {{company name}}.
• We wish you the best of luck regardless of the outcome.
• Yours sincerely,
• Provide a handwritten signature
• Write the Formal Name and Job title

Download this Application acknowledgment letter that you can send directly to those job candidates that applied for the job position. 

Is the content above helpfull?

Thanks for letting us know!

Gordon Allison (7/20/2022)

Great info. Thank you

Kasie Gould (7/21/2021) - AUS

I really appreciate your document template. Thank you.

Michael James (7/21/2021)

Very good token of appreciation!

Kristen Kastrunes (7/21/2021)

Thank you for coming out to our open interview as we discussed i will give you further information and update job information in our email.

Maisha Duncan (11/30/2020) - AUS

I have always problems starting from scratch. This is a good webpage for me.

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Template Tags

• job application
• Acknowledgement letter
• application acknowledgement receipt

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How to Acknowledge an Email (With Samples and Templates)

Also, understanding letter writing makes professional emailing very easy . Therefore, in examining how to write acknowledgment email replies, we may take cues from the principles of letter writing.

Like you probably know, the major distinctions between letters and emails are :

1. Emails don’t need addresses above the email body. You can read tips and examples on writing and responding to professional emails here .

2. Emails require more elaborate sign-offs, unlike letters. You can read more about email closings here .

3. Emails are shorter and simpler than letters. You can read tips for writing effective professional emails here .

Tips and Samples for Writing Acknowledgement Email Replies

We are usually faced with the need to acknowledge various kinds of emails in business. Often times, professionals and businesspersons find it necessary to also add further information to the acknowledgment emails they send. As such, acknowledgment emails now serve a very tangential role in business and professional communication .

Tips for Writing Acknowledgement Email Replies

Here’s what you should bear in mind when writing acknowledgment emails:

• Try to reinforce agreements or revise the terms of the agreement if you are at the point of reaching an agreement.
• Promptly notify clients and partners that you have seen their email in order to enable them to continue any other necessary task.
• Let your client or partner know if there will be any change in agreement, for example, if their order will be delayed for a couple of days.

How to Write Acknowledgement Email

Here are some tips on how to write an acknowledgment email:

Start with A Greeting

Address the email to the person who sent you the message.

For example, if the sender’s name is John Smith, you would start your email with “Dear John.” If you do not know the sender’s name, you can start your email with “To whom it may concern.”

Acknowledge the Message

State that you have received the message and thank the sender for it.

For example, you could say “I am writing to acknowledge your message of [date].” or “Thank you for your email of [date].”

Restate the Main Points of The Message

This will show the sender that you have read and understood their message.

For example, you could say “I understand that you are requesting information about [topic].” or “I see that you have attached a file named [filename].”

Provide Any Additional Information or Clarification that Is Necessary

If the sender has asked you a question, be sure to answer it in your acknowledgment email.

For example, if the sender asks you “What is the deadline for this information?” you could answer “The deadline for this information is [date].”

End with A Call to Action

If the sender has requested anything from you, be sure to let them know when you will be able to provide it.

For example, if the sender asks you to send them a document, you could say “I will send you the document as soon as possible.”

Samples of Acknowledgement Email Replies

The acknowledgment email reply samples below are meant to serve as a guide for crafting acknowledgment emails for different situations.

1. Email Acknowledging a Business Order

A customer has ordered your product, but you need some more information before shipment or you need to guide the customer on what next to do.

2. Email Acknowledging Registration for a Course

Someone has registered for your course. You want to thank the person for registering and explain some more details about the course.

 3. Email Acknowledging Job Application

Top organizations usually acknowledge the receipt of emails of job applications. This sample acknowledgment email is for managers and human resource persons who want to acknowledge the receipts of applications from job seekers.

Simple Acknowledgement Email

 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 acknowledgment from you.

This kind of email 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:

Simple Email Acknowledgement of a Business Order

Simple Acknowledgement Email Reply Sample

Acknowledgement email reply sample, acknowledge with thanks your email.

No matter the kind of acknowledgment email you are sending, remember all the rules of writing email replies . Ensure you check your CC and revise your email subject, if necessary before you hit send.

Check out more Acknowledgment Email Templates and Samples

About The Author

Dr. Ayoade Oyedotun

Related posts.

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8 thoughts on “how to acknowledge an email (with samples and templates)”.

You may want to read sample four (4) and correct. It is not a good idea to have errors in a sample for good writing.

Yes. It was an error of omission. Thank you for letting me know.

It is upto the person how to reply on the emails, but if we reply in an appropriate format then it gives a nice impact on the another person.

Yes, that’s an important point here. You may reply your emails as you desire; but the tips here are to help you get more results from communications via email.

Acknowledge receipt your Purchase order po#123456 with thanks

Actually, I got relieved from xxx company. I worked there as software engineer.i need my salary slip.But I unable to open my office mail id. so that i sent an email and they responded and sent my salary slip as well.Now,iI need to send confirmation mail to them.Kindly let me know how to write subject of the body in a email?

Great examples. Thank you.

It is important to understand the situation, I can, in principle, write competently and clearly, thematically and to the point, such habits and skills are very useful and they will be useful to you not only for such a case, but also in the future, so I recommend you a proven resource, a link in my profile, for general development, read about The Great Depression Essays, and also select materials of interest to you, and now the main thing on the resource there are tools to help you write such works, it will definitely help you, good luck!

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8+ Sample Application Acknowledgement Letters

An application acknowledgment letter is a document that is given to the sender of an initial letter used for application. There are different kinds of application acknowledgment letters which may be used for various application procedures. The processes that are needed to be done in a specific application affect not only the content of an application letter but the inclusions of an application acknowledgement letter as well.

Email Application Acknowledgement Letter

Job Application Acknowledgement Letter

Visa Application Acknowledgement Letter

Employment Application Acknowledgement Letter

Resignation Application Acknowledgement Letter

Application Transactions Where Acknowledgement Letters Are Usable

• A j ob/employment application acknowledgement letter is used by a company to provide the details of the receipt of an application letter. It assures the candidate applying for a job position that his/her application materials has already been reviewed. More so, it may include the decision on whether he/she has met the minimum qualifications of his/her target position and if he/she will be invited for an initial interview.
• Visa application acknowledgement letters are sent to visa applicants who would like to travel to a country where a specific visa is required. Visa acknowledgement letters provide the details of the documents that has been given by an individual to assure that all the items for submission has been counter checked and provided at the specified date of application.
• Resignation application acknowledgement letters are given by the management of a company to their resigning employees to formally tell their employees that they have already received the letter regarding their resignation. Sometimes, a resignation application acknowledgment letter may contain a counteroffer for the employee to stay. However, there will also be times where this document contains the approval of the management to let go of the employee.

Acknowledgement Receipt for Application Letter

Application Acknowledgement Letter Example

Scholarship Application Acknowledgement Letter

Sample Application Acknowledgement Letter

Application Acknowledgement Letter Template

• Date that you received a specific application letter
• Name of the business where the application acknowledgement letter is from
• Name of the sender of the application letter
• Purpose of the application
• Results of the application, if there are already any

How to Select an Application Acknowledgement Letter Template

• Identify the kind of application letter that you have received.
• Be aware of the information that are present in an application letter so you can supply the needed information that you need to send to the initial letter sender.
• Assure that all the items in the original application letter has either been stated or summarized for the person who will receive the application acknowledgement letter to know that the documents that he/she prepared have been received by the entity to whom it is for.

More in Letters

Application letter template, sample application letter template, application letter format template, simple application letter template, formal application letter template, short application letter template, application letter for employment template, application letter for student template, application letter to a company template, application letter for job vacancy template.

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Securing a job in today’s competitive job market is pretty challenging, a well-written job application letter can make all the difference in landing a dream job. It serves as your first introduction to your potential employer and offers a valuable opportunity to showcase your qualifications, skills, enthusiasm, and suitability for the role.

To explore the ins and outs of writing a job application letter, and how to make a strong impression with it, check out this blog. This blog will show you how to write an exceptional job application letter that will help you stand out from the competition.

A job application letter is commonly referred to as a cover letter. This letter of application is a document that is sent along with your resume when you apply for a job. Its main purpose is to introduce yourself to the potential employer or hiring manager, providing an opportunity to present your skills, qualifications, and experience that are relevant to the job you’re applying for. Additionally, it aims to persuade the hiring manager to consider you for the role. 

Therefore, a strong job application letter serves as your ultimate gateway to your dream job.

• Components of a Job Application Letter

To draft an outstanding application you need to follow the right step to write a letter. Therefore, here are the key components that you should follow:

Include your contact information and the date at the top of the letter, followed by the employer’s contact details.

Begin your letter with a formal greeting to the hiring manager. It’s best to address the letter with the name of the hiring manager. For this, it’s advisable to call the company and ask for the hiring manager’s name as it would look professional. Alternatively, use a generic salutation like “Dear Hiring Manager”.

Craft a standout introduction to build that positive impression from the start of your letter. Your introduction should highlight your relevant skills, experiences, and achievements that make you a suitable candidate for the job.

Highlight what value you can bring to the company with this position. Talk about why you’re the perfect fit for the job; this way, you can showcase your professional skills and stand out from other applicants.

Express your enthusiasm for the position and reiterate your interest in the opportunity. Also, thank the employer for considering your application. End the letter with professional closing for example: “Yours sincerely”, “Best regards”, or “Thanks for your consideration”, followed by your name and signature.

Read More: All You Need to Know About Resume Headlines – With Example

• Tips on How to Write a Job Application Letter

Customize your application letter for the job; formally, it’s best to follow the key components that we discussed above. This way, you can tailor your application letter to each job, highlighting the qualifications and experiences most relevant to the position.

Show your understanding of the company and its values in your application letter as this shows that you are aware of what the company does, and your genuine interest in the position.

Though you have a lot to say and express in your letter, do not go over the board, keep it concise and to the point, focusing on key skills and experiences that align with the role.

It sometimes happens that the hiring manager may not read the entire letter but rather would just find the relevant keywords that match the job requirements. Additionally, incorporating keywords will also help your application stand out to applicant tracking systems (ATS).

Finally, once you have drafted your outstanding job application letter, give a quick check on the grammatical errors to ensure the letter is professionally well formatted without any blunders.

• Best Job Application Letter Format (Example Templates)

Subject: Application for the Role of [Job Title] at [Company Name]

I am writing to express my interest in the [Job Title] position listed on [where you found the job posting]. As a recent graduate from [University/College Name], I am excited about the opportunity to contribute to [Company Name] and grow both personally and professionally.

During my academic studies, I developed strong skills in [relevant skills or coursework]. I am particularly drawn to [specific aspect of the company or job description] and am eager to apply my knowledge and enthusiasm to support [Company Name]’s goals.

I am highly motivated and detail-oriented, and I possess excellent communication skills. I am confident that my academic background and passion for [industry or field] make me a strong candidate for this position.

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of [Company Name].

Best regards,

[Your Name]

Subject: Job Application for [Job Title] Position at [Company Name]

Dear [Hiring Manager’s Name],

I am writing to apply for the [Job Title] position at [Company Name], as listed on [where you found the job posting]. With over [number of years] years of experience in [relevant industry or field], I am excited about the opportunity to bring my expertise to your esteemed organization.

In my current role at [Current Company], I have successfully [mention key achievements or responsibilities]. These experiences have equipped me with strong skills in [relevant skills or competencies], including [specific skills mentioned in the job description].

I am particularly drawn to [specific aspect of the company or job description], and I am confident that my background in [relevant experience or industry] aligns well with the needs of [Company Name].

Thank you for considering my application. I am eager to further discuss how my qualifications and experiences can contribute to the continued success of [Company Name].

Yours Sincerely,

Subject: Expressing Interest in [Job Title] Position at [Company Name]

I am writing to express my interest in the [Job Title] position at [Company Name], as posted on [where you found the job posting]. With [number of years] years of experience in [relevant industry or field], I am confident in my ability to contribute effectively to your team.

In my previous role at [Previous Company], I [briefly mention key responsibilities or achievements]. These experiences have honed my skills in [relevant skills or competencies], and I am eager to apply them to drive success at [Company Name].

I am particularly impressed by [specific aspect of the company or job description], and I am excited about the opportunity to collaborate with the talented team at [Company Name].

Thank you for considering my application. I look forward to the possibility of discussing how my background and expertise align with the needs of your organization.

Read More: Resume Headline For Freshers: 30+ Examples and Tips

Now that you’ve reached the end of this article, you understand that a well-written job application letter can significantly enhance your chances of securing an interview with your dream company in this challenging job market. Therefore, follow these tips, key components, and templates to draft a successful job application letter that impresses your hiring manager. With the right approach, you’ll be one step closer to your next career opportunity.

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