Cover Letter For Receiving Documents Example

Application Acknowledgment Letter Sample

Let Your Candidates Know That You Received Their Resume and Cover Letter

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.

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 communicate with you repeatedly, you can reassure them that their application is under consideration.

This is important because to customize 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 Application Acknowledgement Sparks Dysfunctional Candidate Behavior 

Not sending an applicant response letter asks 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.

Or some candidates send them again, depending on their interest in your posted job, they don't want to miss out on the opportunity to receive your consideration. These activities double your work.

Others might start sending their resume on colorful paper to better catch the employer's eye. From a client's memory book, 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 function as your candidate recruiting ambassadors in the world and in 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. This 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, 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.

See an Application Acknowledgment Letter Sample


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

More About Sample Candidate Rejection Letters

  • 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.

When recruiting candidates for a job, there lies a step between getting letters from candidates and the screening process. The candidates applying should submit a written confirmation letter from the Human Resources that states the candidate’s resume and cover letter has been received by them and he/she is duly considered for the position. Acknowledgement letters can be of different types. You can Also See HR Welcome Letter Templates.

A standard applicant response letter to job applications is quite, for lack of a better word, standard. Without notice that you have actually received their resume, the applicant may believe that their application is not being considered and move on, contracting your applicant pool. Remember to thank them for their interest, and let them know when the first round of interviews is expected to begin.

HR Package for All Human Resources Management


Application Acknowledgement Letter Template in Google Docs, iPages


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Why Need Acknowledgement Letter?

An acknowledgement letter is written to appreciate an individual, candidate or a foundation’s efforts towards a meaningful purpose. Sometimes they are also used to give advice or help to the individual. Acknowledgement letters are also used to start a healthy business relationship between two companies or organizations. Acknowledgement letter are to the point, compact and standard. They serve as a proof of approval to the recipient. Acknowledgement letters are sent by a company to the applicants to inform them when the first round of interviews will begin.

When Is An Acknowledgement Letter Needed?

During recruitment of new candidates for a job, before the screening process, a company needs to send acknowledgement letters to applying candidates to let them know about the beginning of the first round of interview. Also, after receiving a charity donation from an individual or a company, the foundation or organization need to send an acknowledgement letter to the donator as a sign of gratitude for making the donation. Sometimes newly recruited candidates of an office need to get acknowledgement letters confirmed and signed by Human Resources in order are considered referable for the job.

Benefits of Acknowledgement Letter

Acknowledgement letters are time saving formal letters that are used to communicate and transfer information. The information can be of any type regarding a debt, complain, confirmation, gift, project recruitment, retirement, resignation, order of subscription, follow up or donation. They also serve as a proof of approval or a notice to new applicants of a company. Sometimes acknowledgement letters are used to accept a formal or informal invitation to any social event or business meeting or appointment.

What These Letters Should Contain

An HR acknowledgment letter should include the date and the applicant’s name and address. Make it more personal by listing the specific position that they have applied for, and let them know how you will be in touch should they be selected for an interview. Mentioning a tentative time frame is a good idea as well, as well as sincere thanks for the time and effort they have invested in their application. See Warning Letter Templates.

These free, easily downloadable templates are great examples of standard acknowledgment letters. It is also standard practice to have rejection letters and offer letters, for those who don’t make the final cut, and those who do.

We have collected some Sample Acknowledgement Letters, hope these templates will help you.


Depending on the type of acknowledgement, acknowledgement letters can be of different formats. However, after sending an acknowledgement letter, it is very important for the sender to get it confirmed and signed by the recipient individual or company. Sometimes, it is important for the sender to keep a copy of the acknowledgement letter with himself, as a sign of proof.

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