How to Use “Please Confirm Receipt” (Plus, Examples & Alternative Phrases)

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Learn how to politely ask for confirmation of an email
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If you use email to communicate at your job, you may have noticed some of them include “Please Confirm Receipt” in the subject line or at the bottom of the message. If you’ve been wondering exactly what this phrase means or how to respond, this article is for you. Read on to learn more about what “Please Confirm Receipt” means, along with other phrases that mean the same thing.

What does “Please Confirm Receipt” mean?

Writers include “Please Confirm Receipt” in a message when they want you to reply to let them know that you have received the information. The phrase is often used for extremely important communications, such as asking for confirmation for a payment.

Section 1 of 6:

“Please Confirm Receipt” Meaning

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  1. The phrase “Please Confirm Receipt” is seen most often in business correspondence, like emails or letters. The writer of the email or letter uses it to request that the recipient let them know that they received the message. [1]
    • It confirms that the message got to the right person and that they read and understood the information.
    • You’re more likely to see this specific phrase in formal messages than in casual communications.
    • This phrase often shows up in emails communicating important info, like tasks or assignments, significant attachments, or payments.
    • In the past, people were expected to write a confirmation letter to accept employment or confirm other business agreements. Since email and electronic documents are more common, formal business letters aren’t seen as often.
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Section 2 of 6:

Using “Please Confirm Receipt”

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  1. Always use a courteous tone and get right to the point when you’re asking for confirmation that the intended recipient got your message and understood it. [2] It’s very easy to mistake the tone of written communication like an email. Always choose your words carefully and be as clear as you possibly can to help keep your tone light.
    • One way to be friendly and polite when requesting a confirmation is to thank recipients in advance for their confirmation.
  2. People are more likely to do what you ask and confirm your message if you tell them why it’s important. This is true even if the reason isn’t a very good one (but it’s always better to have a good reason for making a request). [3]
    • There’s evidence to suggest that using a word like “because” before your reason causes people to automatically agree to the request out of politeness, even when the reason isn’t very compelling. [4]
  3. Clarity is one of the most important elements of business writing. If their reply is due by a certain date or must be sent to a specific email address, make sure to tell them. Say something like, “Please verify that you have received the details for the contract we sent on Monday by June 2 to this email address.” This way, the recipient knows exactly what you need from them, when they need to reply, and where to send it. [5]
  4. Asking for confirmation on every letter or email can make people question how important the information is. This is especially true for emails. People get a lot of email correspondence over the course of a day. If you ask for a confirmation for every one of your emails, it’s possible they may stop complying or set up an automatic reply after a while. Prioritize which emails require a confirmation. [6] Situations where you would request confirmation:
    • Sending important documents
    • Finalizing legal agreements
    • Providing detailed instructions or information
    • Sending time-sensitive communications
    • Sending important information that doesn’t need an immediate response
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Section 3 of 6:

Example “Please Confirm Receipt” Emails

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  1. Subject: Insurance Coverage Updates - Please Confirm Receipt

    Hello Jane,

    I hope you’re having a pleasant week. The updated insurance coverage options for this year are attached to this email for your review.

    Could you please reply to confirm receipt of this email at your earliest convenience?

    Thank you for your time.

    Sincerely,

    Adam Fincher
  2. 2
    Subject: Invoice #2453 for Accounting Services - Please Confirm Receipt

    Dear Sean,

    I hope this email finds you well. I have attached the invoice for the accounting services we provided during the month of June.

    Could you please confirm that you have received the email?

    Thank you for your time and attention. If you have any questions, don’t hesitate to contact me.

    Best regards,

    Melissa Rhodes
  3. 3
    Subject: August Project Assignments - Please Confirm Receipt

    Dear Taylor,

    I hope you had a great weekend. I’ve put together a list of the team’s assignments for August. Find it attached to this email.

    Could you please confirm you have received this email and understand your assignment?

    Thanks in advance for all your hard work. If you have any questions or need clarification on your tasks, don’t hesitate to reach out.

    Best,

    Dave
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Section 4 of 6:

Other Phrases for “Please Confirm Receipt”

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  1. If you feel “Please Confirm Receipt” seems a little too formal or stuffy for more casual emails, there are plenty of options for you to use instead. There are also other alternatives for making a formal request. Here are a few options to try:
    • “Please confirm that you've received this email.”
    • “Please let me know that you got this email.”
    • “Please acknowledge receipt.”
    • “Kindly confirm receipt by return email.”
    • “Please confirm upon receipt.”
    • “Kindly acknowledge receipt of this email.”
    • “Please confirm that you have received this message.”
    • “I would appreciate a quick response to confirm receipt of this email.”
    • “Could you please let me know you've gotten this?”
    • “Looking forward to your confirmation on receiving this email.”
    • “Please acknowledge receipt of this email at your earliest convenience.”
    • “Please verify that you have received this information.”
    • “Can you drop me a note once you get this?”
    • “Please give me a shout when you receive this.”
    • “Just checking in – did you receive my email?”
    • “Just following up to see if you received my message…”
    • “Hey! I just wanted to make sure you got my email.”
    • “I’m just checking in to see if you had any questions about the info I sent.”
Section 5 of 6:

“Please Confirm Receipt” Replies

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  1. Most of the time, confirming that you’ve received an email requires a simple response that makes up the body of the email. However, it’s good manners to include a greeting and sign-off as well. The salutation and sign-off don’t need to be elaborate. Starting a formal email with a simple “Hello” or “Dear” and the sender’s name is appropriate. [7]
    • Etiquette Coach Tami Claytor advises, “Even though email is casual…you don't just start an email with the content. The salutation and the greeting need to be included. You want to make sure you have a proper closing. ‘Warm regards,’ ‘Best regards,’ or something like that.”
    • If the sender has requested additional information, like a preferred meeting time or an answer to a quick question, be sure to include that information after the confirmation in the body of the email.
  2. When someone is asking for confirmation, they aren’t usually asking for a formal reply. A simple response is usually fine. Try one of the following:
    • “I have received the email/document/payment successfully.”
    • “Thank you for the information.”
    • “Acknowledged.”
    • “I got your email. Thanks!”
    • “Thank you for the list of products.”
    • “I got the contract details, and they look good.”
    • “Got it!”
    • However, a very brief reply can seem abrupt to some. If you don’t sign off with a “Thank you,” make sure to add it to the body of the email to make very short replies feel friendlier.
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Section 6 of 6:

Why is “Please Confirm Receipt” important?

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  1. When a colleague confirms they’ve received your message, it means both parties have the same information. This can keep everyone on the same page and ensure important details aren’t missed in the shuffle.
  2. When a colleague confirms they have received information, instructions, or simply an important notification, they become responsible for the information. An email also serves as a record that a person has received the information.
    • A simple confirmation of information like deadlines and responsibilities helps keep projects on track.
    • A record of a recipient’s confirmation also helps you organize tasks because you know which of your colleagues have received the necessary information.
  3. By having your recipient confirm an email, you reduce the number of follow-up emails and calls needed. This streamlines your communication process, especially if you are responsible for communicating with many people across your organization.
  4. Asking for a confirmation assures the recipient that you understand it’s important for them to receive the information. It also shows you have respect for their time and responsibilities and want to make sure they have everything they need to succeed with their tasks.
    • Getting a confirmation also helps improve your rapport with your colleagues because you know that the time you spend gathering and communicating important information isn’t wasted.
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      References

      1. ↑ https://linguaholic.com/linguablog/please-confirm-receipt/
      2. ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/tone_in_business_writing.html
      3. ↑ https://www.psychologytoday.com/us/blog/brain-wise/201310/the-power-of-the-word-because-to-get-people-to-do-stuff
      4. ↑ https://psycnet.apa.org/record/1979-23568-001
      5. ↑ https://writingcenter.unc.edu/tips-and-tools/business-letters/
      6. ↑ https://www.journalofaccountancy.com/issues/2016/apr/email-etiquette.html
      7. ↑ https://www.fool.com/the-ascent/small-business/email-marketing/email-format/

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