Confirm the Receipt of a Package or Other Item(s) • Example Letters, Guides and Samples
Guides
The main point of this letter is to close the communication circle, so the sender knows the package or item has arrived. The letter is generally very brief.
How to write this confirmation letter:
- State specifically what was received and when. If necessary, refer to any previous contact with your reader.
- Mention or review any other details of the arrangement, as necessary.
- End with a positive expression.
Example Letter #1
In reference to our discussion of January 5, the package of diskettes you sent arrived today in good condition. I have copied and quickly viewed the files, and everything seems to be in order. I'll get to work immediately. As soon as I have something to report, I'll call you at work.
Thanks for giving me the opportunity to help. I'm excited about this project and feel a lot of good will come from it.
Example Letter #2
The package you sent arrived today in good condition. As always, we appreciate your thoughtfulness. We are eager to open it but will wait until the holidays. I put the package in a safe place because little John found weighing and shaking it was not enough.
We'll call you as soon as we open it. Your generosity and love for the children will always be remembered.
Example Letter #3
The photographs arrived today and everything was in order. You were right. The photograph of the Doe family in front of the monument is worthy of a magazine cover. I will see that our art director sees it.
Thanks for going through all the trouble to mail these wonderful photos to me.
Write Your Letter Step-by-Step
1 State specifically what was received and when. If necessary, refer to any previous contact with your reader.
Sample Sentences for Step 1
- Thank you! I just received your package today. It looks as if everything is here. I will get to work right away.
- This letter is to confirm that I received the following items from your warehouse:
- five golden rings
- four calling birds
- three French hens
- two turtle doves
- a partridge in a pear tree - As you requested on the phone, I am writing to confirm that I received your package on April 4. Its contents were complete and intact.
- As you requested on the invoice, this letter is to confirm that the package you sent arrived at our office before 5:00 p.m. today, April 10.
- Your package arrived early this morning by Doe Express.
Sample Phrases for Step 1
- arrived promptly
- as you requested
- contents were complete and intact
- everything was intact
- everything is here
- glad it arrived before
- has arrived at last
- just to verify
- just received your package
- package finally arrived
- received the following items
- received your catalog
- received the package on
- thank you for the
- that you sent last week
- the package you sent
- took delivery on
- was pleased to receive
- want you to know that
- wish to confirm that
2 Mention or review any other details of the arrangement, as necessary.
Sample Sentences for Step 2
- As we discussed, I will take the samples with me on my tour and promote them in conjunction with my book.
- John is going through the contents of the package right now and installing the handles so we can sell them next week.
- I will let you know soon if all the items in the package are in working order.
- Everything seems to be in order, except that you sent us two oversize handles, and we ordered only one. Did you send two on purpose, or should we send one back?
- My check for $60.00 is enclosed.
Sample Phrases for Step 2
- all in good working order
- am enclosing a check for
- as we arranged
- as we discussed
- as your warranty states
- everything seems to be intact
- have already paid in full
- if all the items are
- looks as if everything is
- note our billing address
- on our usual terms
- our financing arrangements
- seems to be in order
- send a separate bill to
- still have to check the
- the invoice you enclosed
- will send back the
- will not be necessary to
- withheld payment until
- will start marketing the
3 End with a positive expression.
Sample Sentences for Step 3
- I look forward to representing you.
- Thanks again for the prompt delivery.
- We look forward to our next shipment in April.
- Now that we have all the materials we need, we can devote our full attention to this project.
- As we agreed, your $50.00 check is enclosed.
Sample Phrases for Step 3
- appreciate your help with
- appreciate the prompt delivery
- are now in a position to
- are relieved that
- are most satisfied with
- as we arranged
- as we agreed
- for sending us the
- in accordance with our contract
- look forward to
- now that we have all the
- thank you for
- to doing business with you again
- to working with you
- will stick to the terms of
