Problems Involved in Writing an Acknowledgement Letter
Acknowledgment letters serve multiple purposes. They fit both personal and professional situations, allowing you to do everything from simply communicate the receipt of a document to telling someone close to you how much their intervention mattered in your life. Even with such seemingly disparate purposes, the letters share some common pitfalls that may create problems for their writers.
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Getting to the Point
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In a personal acknowledgment letter, you may find yourself straying from the point in order to mask or avoid strong feelings. The help for which you are giving thanks may relate to an embarrassing, painful or traumatic event. As a personal letter writer, you risk becoming too wordy in an attempt to include all of your feelings. This can obscure the point of the letter, confusing the reader. You need not touch on all of the details involved in the situation or the assistance rendered. Simply get to the heart of the matter, the thank you you intend to convey.
In the business version of the letter, an acknowledgment is a brief statement, a short update that simply lets the recipient know you have received information and are in the process of an action regarding the information. The letter should be simple and to the point.
Emotional Content
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Writing a personal acknowledgment letter may be a very emotional experience, and you may be unaware of the impact of composing the letter until you begin the process. Because of the intimate nature of the subject of such a letter, you may experience a cathartic release of emotion. You may want to compose a draft to sort out your feelings before moving on to write the letter you intend to send.
Lack of emotion may prove a sticking point in a business acknowledgment. While the acknowledgment may seem on its face to be basic and straightforward, any communication with a client or customer is important. An acknowledgment offers the opportunity to gently confirm for the recipient that you value his business and your professional relationship, so adopt a friendly tone.
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Remaining Positive
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In personal acknowledgment letters where the issues involved may not be black and white, it is possible you may be writing to someone for whom you have both positive and unresolved negative feelings. Since the point of the letter is to convey your thanks, set aside any other feelings and focus on only the issue for which you are expressing gratitude.
In the business version, the same idea applies. You should keep the tone positive and leave any outstanding issues, questions or concerns for another forum.
Attention to Detail
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A personal acknowledgment may not contain many details, but if you do include facts, make sure you have noted the correct facts. If you don't recall a specific date, rather than guessing and possibly unintentionally making the help you received seem forgettable, speak around the facts. For example, you can refer to the help you received "last month" or "in October" and forgo a specific date. If you can't recall an exact amount of monetary assistance, you can express thanks using the reason for the loan, such as "for helping me make my missed car payment."
In a business acknowledgment letter or a receipt for items received, getting the details right may be crucial, both for your business and for the recipient. In some cases, the letter may be needed for accountancy or tax purposes. The ability of your business to accurately record these facts and figures may reflect on the attention of detail you offer customers and clients, so you should check and recheck your facts.
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References
- Best Sample Resume: Acknowledgment Letter
- Colorado State University: Writing Guide: Acknowledgment Letters
- Cornell University Law School: Careers: Acknowledgment Letter
- Eduers.com: How to Write a Business Letter -- Sample and Tips
- The NonProfit Times; The Art of Donor Retention; Beth Isikoff
- Psychology Today; Fulfillment at Any Age; Susan Krauss Whitbourne, Ph.D.; May 2010
Resources
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