What are Return Receipts (RRs) and When to Use Them

This morning, I received an email from a businessman asking how and when one should use Return Receipts (RR). His inquiry was prompted by one of his associates making this request with every email they sent.

Why do Return Receipts even exist?

I think this feature is useless because it can be easily declined. Return receipts are a way of knowing that an email has been opened on the recipient’s computer.

It does not, however, mean the opened email has been read. While your confirmation may indicate that the email was “read,” there is no way to guarantee it was actually read when opened.

Return receipts may be helpful in select and rare business communications. For example, one individual wants to confirm that the recipient has received a vital communication.

However, the problem with return receipts is that some misuse them. For example, to “know” the email was received on non-critical, not time-sensitive emails. Don’t be surprised if contacts become annoyed by this request, feeling it’s intrusive or like babysitting.

Situations where I can see using an RR include sending time-sensitive or legal communications. In critical cases such as this, communication both ways is vital.

You inform the other side in advance that you will request an RR to confirm receipt, given the importance of the communication. Then, kindly ask them to accept your RR to confirm they received your email.

When Return Receipts become annoying…

As we know, there is no expectation of privacy in the work environment. If a supervisor wants to confirm you have received a specific email (of course, not every email), acknowledge your receipt and go about your business. If you feel there are other reasons behind these requests, contact them for a sit-down to discuss your concerns.

If a coworker is using RRs for non-critical communications, ask them why. If they cannot provide a valid reason, you are not obligated to acknowledge your receipt, notwithstanding any company policy.

Do you communicate with someone who uses this feature for every email? Explain that RRs are for special situations where it is essential (not just curious) to know that an email has been received. Your patience and explanation will help them use this feature more effectively.

Know that Most RRs will be ignored.

As a recipient, one can determine when and whether to read and reply to an email. Therefore, RRs should be reserved for those instances where it is critical to know the email was received/opened. And even then, the recipient is not obligated to accept your request.

I have RRs turned off completely. This is due to the number of requests I receive without notice from unknown folks for what I deem non-critical.

I oblige when advised in advance on an important matter and understand why the other side requests an RR. However, due to my settings, they would have to ask me to turn acceptance on in advance, or I’ll never know if one was requested.

You don’t know if your RR will even be seen. How many other folks have the same settings in place as I do and will never see RR requests? You just don’t know.

The Bottom Line for Return Receipts

Use RRs for legal issues and essential company matters where you need proof or a “paper trail” that the email was sent and subsequently opened. All you have to do is ask in advance if it is that important. Simple!