When employees exceed their work expectations, you should appreciate them. You can do this through an employee recognition letter that expresses your gratitude for their efforts and encourages them to keep working hard. The goal is to affirm that their achievements have not gone unnoticed. In essence, it gives them an example of the behavior they should reiterate in the future.
Recognition letters can be informal, semi-formal, or formal. An informal letter is sent to an employee by a coworker while a team leader sends a semi-formal one. On the other hand, formal letters are sent by managers or employers weekly, monthly, or annually.
When writing a formal recognition letter, you should maintain a professional tone. Here we review tips to help you draft this letter appropriately.
Tips for Writing an Employee Recognition Letter
A recognition letter is an excellent way to inspire your employees. Here are some guidelines for writing an effective recognition letter. When drafting your letter:
- Be specific. Mention the behavior or achievement you are praising.
- Use the appropriate tone. If you are writing as a manager or employer, maintain a professional tone.
- Mention any awards. Is the employee getting a gift, raise, or certificate? Mention it in the letter. You can also inform them of possible promotion(s).
- Be genuine. Don’t praise the employee for something they did not do.
- Praise the employee’s positive attributes
- Add your contact information
- Proofread your letter and correct any errors
Recognition Letter Template
{Date}
{Employee’s Name}
{Employee’s Address}
{City, State, Zip Code}
{Your Name}
{Company name}
{Company Address}
{City, State, Zip Code}
Dear {Employee’s Last Name},
Thank you for your contribution to the {department name} and the extra efforts you put into your duties to ensure a smooth transition in the company.
Your {positive quality} and {positive quality} continuously exceed my expectations. Over the last {duration}, your {creativity/team spirit/dedication} has helped us reach new levels in {marketing/productivity/customer service etc.}.
I also appreciate that you have {other achievements}. This says a lot about your {positive attributes}.
Thank you again for your hard work and contribution.
Sincerely,
{Your Name}
{Job Title}
Sample Employee Recognition Letter from Manager
July 11, 2020
Robert Lee Smith
123 Main Street
Celina, TX 29000
Mary Weber
Barris Enterprises
123 Garden Avenue
Celina, TX 58009
Dear Mr. Lee,
I want to thank you for your contributions to the recent opening of the new branch in South New Jersey. Your dedication and self-sacrifice helped made it a smooth transition.
Over the past six months, your creativity and leadership have continuously exceeded my expectations. Your team’s great value will help us reach new levels of productivity in the new office.
I also appreciate that you achieved all this while away from home and your family. It says a lot about your resilience and loyalty to the company.
Should you be interested, I believe that you’d be a strong candidate for the HR Manager position at the New Jersey branch.
Thank you again for your dedication and contribution.
Sincerely,
Mary Weber
General Manager
Employee Recognition Letter Templates and Samples
Drafting a recognition letter for every employee that does well can be time-consuming and tedious. Here is a template that you can customize to your needs and a sample for inspiration.
Appreciation Letter to Employee for Outstanding Performance
This letter is written to appreciate employees who have shown exceptional effort for a particular project. It is sent after the success of the project ad mentions the employee’s direct contributions towards it.
Above and Beyond Employee Recognition Letter
The purpose of this letter is to recognize employees who go beyond their call of duty. They may have taken up extra responsibilities, such as training recruits or working extra hours to meet a deadline.
Recognition Letter for a Job Well Done
A manager or employer sends this letter after the completion of a successful venture. It shows gratitude to anyone involved for their contribution to the success.
Award Letter for Employees to Recognize Success
An award letter details any monetary award, gift, or certificate earned by an employee due to their excellent work. It also describes any ceremony or function that will be held in honor of the awardee.
As an employer or manager, you have to maintain high morale in the workplace. The best way to achieve this is by recognizing, encouraging, and appreciating your subordinates’ hard work through a well-written employee recognition letter. When drafting the letter, make sure to time it around the behavior you are praising for maximum impact.
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