When is email received

Perhaps a better approach might be to acknowledge all email messages received from the person who sends you those reports. Such a reply can be set up by selecting an email from that person and then from Outlook's Home tab, selecting Rules , Create Rule , Advanced Options , reply using a specific template , as shown in the image below, and then following the instructions to create the automated reply whenever you receive email from that person. You will then need to navigate to the location of your reply template and open and edit the template as necessary.

For example, as shown below, I created a reply template that reads, "I received your email, thank you. This reply template will now be sent to the email address included in the rule I created each time I receive a new message from that address. Receipt request setup by the sender. As an alternative, the sender could possibly address this issue by checking Request a Delivery Receipt , Request a Read Receipt , or both, from the Outlook message's Options tab on the email message screen, as circled below.

A drawback to using the Request a Read Receipt function is that the recipient has to respond to the pop - up question confirming it's OK to send the sender a read receipt notification, which may annoy the recipient. In addition, not all email applications support read receipts, and even when they do, the recipients can disable the functionality. Prioritizing email messages. If you receive an urgent or highly important email that you plan to respond to right away, an immediate acknowledgement is unnecessary.

But when you receive email that you can't respond to right away, I believe the correct thing to do is to let the sender know you have received his or her message, and perhaps advise the sender of your anticipated response time frame.

For example, you might reply, "I have received your message requesting a copy of the report, and I will send it to you when I return to my office on Monday—will this work for you?

Text messaging. If you communicate via text messaging and send a time-sensitive message, such as "I am confirming our lunch plans for a. In this situation, I believe a simple "yes," "confirmed," or "K" abbreviation for OK may be considered a polite way to acknowledge such a communication. Here, Section 3 states clearly that:. This delay as to when electronic documents are deemed to be served on another party can betray the efficiency and surety expected of email and other forms of electronic communication, leaving a party exposed to considerable risk despite having taken steps to seemingly serve the notice promptly.

As a result, it is recommend that both parties, prior to signing a contract or appointment, agree the means in which documents may be delivered but also when they are considered to have been received electronically. Such negotiations are invaluable in alleviating doubt and can ultimately be the difference in receiving payment promptly or facing a lengthy legal battle to recover the monies owed.

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