Nothing is more fulfilling for employees than being recognized at work. Employee recognition makes them thrive in the workplace and has positive repercussions for your organization.
In fact, companies recognizing employees have 57% of workers recommending their company to others; 52% claiming they’ve become more productive; and 43% saying they’re less likely to look for another job.
But as a company or organization, what better way to recognize employees than to send them formal or informal letters?
This blog post shares some samples and templates of employee recognition letters with you. Read on to learn how to write one and earn some practical tips.
What Are Employee Recognition Letters?
As the name suggests, employee recognition letters recognize the efforts of workers in a company or organization. These letters show appreciation for their hard work, highlight their achievements, and express gratitude for their valuable contributions. However, there is more to these than meets the eye.
Employee recognition letters can be formal or informal and sent as emails, typed letters, or handwritten notes. Formal letters are given by team leads or managers during recognition days, which are often held monthly, quarterly, or yearly. Meanwhile, informal letters are handed out to employees when they do something right or remarkable.
Achievers introduces the principles of R.I.S.E. when writing employee recognition letters:
- Regular: How often do you send letters of recognition to worthy employees? Is it monthly, quarterly, yearly, or when necessary?
- Immediate: Do you recognize your employees for their efforts, achievements, or milestones as soon as possible?
- Specific: What have these employees done, accomplished, or achieved to deserve recognition?
- Encourage: After recognizing employees, how do you encourage them to continue working or do even better?
Types of employee recognition letters (with samples)
Employee recognition letters focus on recognizing top performers, achievers, and contributors in the workplace. However, they come in different types:
- Outstanding performance: This formal letter recognizes the top performers for the month, quarter, or year, often handed up with awards and incentives.
| Subject: Outstanding Performance Recognition Hi [Employee’s Name], I wanted to take a moment to congratulate you on being one of our top performers this [month/quarter/year]. Your dedication, hard work, and exceptional results have truly made a difference, and we’re grateful to have you on the team. Keep up the great work! Best, [Your Name] [Your Title] |
- Milestone achievement: This letter celebrates what employees have achieved throughout the years, like getting pertinent certifications.
| Subject: Hi [Employee’s Name], Congratulations on reaching this important milestone of [certification/achievement]! Your hard work and commitment have really paid off, and we’re excited to see how this accomplishment will continue to drive success in your role. Well done! Best, [Your Name] [Your Title] |
- Project completion: This letter highlights how employees have successfully finished an important project and recognizes their key contributions.
| Subject: Hi [Employee’s Name], Congratulations on reaching this important milestone of [certification/achievement]! Your hard work and commitment have really paid off, and we’re excited to see how this accomplishment will continue to drive success in your role. Well done! Best, [Your Name] [Your Title] |
- Leadership recognition: This formal or informal letter gives credit to leaders or team members who have taken the lead.
| Subject: Hi [Employee’s Name], I wanted to acknowledge the incredible leadership you’ve shown in guiding the team through [specific project/task]. Your initiative and support have made a big impact, and we’re lucky to have you leading the way. Thank you for stepping up! Best, [Your Name] [Your Title] |
- Customer service excellence: This letter expresses appreciation to employees for providing customers with the best product, service, or experience.
| Subject: Hi [Employee’s Name], I want to personally thank you for consistently delivering outstanding customer service. Your commitment to providing the best experience for our customers has not gone unnoticed, and it’s making a real difference. Keep up the fantastic work! Best, [Your Name] [Your Title] |
- Team dynamics: This letter recognizes employees for boosting team dynamics for an agile workplace and expresses gratitude for their valuable contributions.
| Subject: Hi [Employee’s Name], I want to recognize the positive impact you’ve had on our team dynamics. Your collaboration, support, and ability to keep things agile have been invaluable in creating a stronger, more connected team. Thank you for your continued contributions! Best, [Your Name] [Your Title] |
- Extra efforts: This letter puts employees on the pedestal for all their hard work and willingness to go the extra mile.
| Subject: Hi [Employee’s Name], I want to take a moment to acknowledge your hard work and extra efforts. You’ve gone above and beyond, and it hasn’t gone unnoticed. Thank you for your dedication and for always giving your best! Best, [Your Name] [Your Title] |
- Work anniversary: This letter honors the employee’s tenure and loyalty to your company or organization.
| Subject: Hi [Employee’s Name], Congratulations on reaching [X] years with us! Your dedication and loyalty mean so much to the team, and we’re grateful to have you as part of the [Company Name] family. Here’s to many more successful years ahead! Best, [Your Name] [Your Title] |
- New role or promotion: This letter informs employees about their new positions and/or celebrates their promotions in your company.
| Subject: Hi [Employee’s Name], I’m excited to officially congratulate you on your promotion to [New Role]. This is a well-deserved recognition of your hard work and dedication. We’re looking forward to seeing all the great things you’ll accomplish in this new position! Best, [Your Name] [Your Title] |
- New-hire welcome: This letter recognizes newly hired employees for choosing your company and welcomes them to the organization.
| Subject: Hi [Employee’s Name],Welcome to [Company Name]! We’re thrilled to have you on board and excited for you to bring your talents to the team. We’re confident you’ll be a great addition, and we look forward to seeing all that you’ll achieve here! Best, [Your Name] [Your Title] |
The importance of employee recognition letters
Employee recognition letters could be part of your company’s rewards and recognition program. As an integral part of your employee experience roadmap, these letters aim to achieve the following goals or objectives:
- Boost employee morale: Harvard Business Review claims that recognizing employees is the simplest way to improve their morale. As such, employee recognition programs could foster workplace happiness and job satisfaction. Implementing these programs alongside effective two-way communication ensures that employees feel valued and heard, creating an environment where they can express their ideas and concerns.
- Increase employee retention: Employee recognition helps promote job satisfaction in the workplace, making workers want to work and stay for good. Gallup cites that well-recognized employees are 45% less likely to leave after two years.
- Encourage constant engagement: Employee recognition should be part of your internal communication strategy to improve engagement. According to the same Gallup report, employees with great recognition are 20 times more likely to be engaged than those with poor recognition.
- Improve business productivity: Gartner reports that employee recognition programs could drive an 11.1% increase in average employee performance. A boost in productivity can translate to increased profitability and overall business success.
Albert Kim, VP of Talent at Checkr, underscores the importance of employee recognition.
Kim adds, “Recognizing employees for their great performance, job dedication, and hard work solidifies the relationships. This translates to a boost in employee morale, engagement, retention, and performance. So, let your employees know that you appreciate and value them.”
How To Write a Formal Employee Recognition Letter (+Template)
Reyansh Mestry, Head of Marketing at TopSource Worldwide, says, “Offering effective and professional employee feedback is vital in business. However, providing formal recognition and genuine appreciation requires some strategy and creativity. As far as formal correspondence is concerned, follow a specific format and know what content to put.”
That said, here’s how to write an employee recognition letter.
- Think of a letter format. First things first, decide how you want to send your recognition. You can go for an email if you want something quick and casual, a typed letter for a more polished look, or even a handwritten note to add a personal touch. The format can really set the vibe for your message!
- Add up contact details. Kick things off by jotting down the employee’s contact info at the top. Include their name, address, phone number, and email. Don’t forget to add the date and your details too! It keeps everything neat and helps everyone stay on the same page.
- Start with a greeting. Use a friendly greeting like “Dear [Employee’s First Name]” to start off. Then, dive right into why you’re writing. Let them know you’re reaching out to say thanks for their awesome contributions. It’s a great way to set a positive tone right away!
- Craft a detailed body. Now, let’s get into the good stuff! In the body, share what you really appreciate about their work. Give some specific examples, like goals they nailed or how they helped the team out. This not only shows your appreciation but also encourages them to keep shining!
- Wrap up the letter. As you finish up, reiterate your gratitude one more time. If you’re considering them for a promotion or a special opportunity, this is the perfect place to mention it. It leaves them feeling valued and excited about the future!
- Sign off the letter. Finally, wrap it up with a friendly sign-off like “Sincerely” or “Best,” followed by your name, signature, and job title. This gives the letter a personal touch and clearly shows who’s behind the recognition, making it even more meaningful.
Top Tips for Writing an Employee Recognition Letter
At this point, you learn how to write an employee recognition letter. More importantly, you know what to include in every part of the letter.
So, when it comes to writing an employee recognition letter, here are some practical tips to consider:
- Align with company goals and values. Employees are recognized not only for their achievements and accomplishments. They are also appreciated for working towards shared objectives and upholding core values.
- Personalize the message. There are different types of employees, so you have to customize your engagement strategies. As much as possible, tailor the letter to the employee’s personality and preferences.
- Show genuineness and positivity. The goal is to ensure employees feel valued and appreciated for doing something great. Otherwise, your letter defeats the purpose of recognizing and making them feel special.
- Be specific and detailed. Generic letters are a big no-no, as they are too impersonal and appear insincere. While expressing appreciation and gratitude, tell these employees exactly what they have achieved or accomplished.
- Remember to K.I.S.S.S. This stands for keeping it short, simple, and sweet. While your message is clear and concise, it must be thoughtful and genuine. That way, employees feel truly valued and appreciated.
- Set a formal tone in place. This helps establish your authority and credibility, letting your employees feel you’re serious about offering recognition. If the recognition comes from a place of power, they feel truly valued and more empowered.
- Get a little creative. It won’t hurt to put some creativity in your letter to show that you take the time to craft this letter. For example, attach a photo of your team collaboration showing how your members have contributed to a successful project. It makes the whole thing more meaningful and memorable!
- Edit and proofread. The employee recognition letters, whether formal or informal, have to be professional. Ensure the content has no grammar lapses, incorrect information, or inappropriate remarks. Otherwise, the letters won’t meet their promises of recognizing and appreciating employees.
Employee recognition letter template
Incorporating all the crucial steps and practical tips for writing a formal employee recognition letter, here’s a template for you:
| [Your Name] [Your Job Title] [Company Name] [Company Address] [City, State, Zip Code] [Phone Number] [Email Address][Date][Employee’s Name] [Employee’s Address] [City, State, Zip Code] [Employee’s Phone Number] [Employee’s Email Address]Dear [Employee’s First Name],I hope this message finds you well! I’m reaching out to express my heartfelt appreciation for your incredible contributions to our team at [Company Name]. Your hard work and dedication have truly made a positive impact, and I want you to know how much we value your efforts.Your ability to [specific achievement or example, e.g., “lead the project on XYZ” or “consistently deliver outstanding customer service”] has not only helped us achieve our goals but also exemplifies our company values of [mention relevant company values]. It’s this kind of commitment that inspires others and strengthens our team dynamics.As we continue to strive for excellence, I want to reiterate how grateful we are to have you on board. Your contributions don’t go unnoticed, and I’m excited to see what you’ll accomplish next. If you’re open to it, I’d love to discuss some potential opportunities for your growth within the company.Thank you once again for everything you do. Keep shining!Best, [Your Signature (if sending a hard copy)] [Your Name] [Your Job Title] |
Employee recognition is integral to overall business success. It translates to a boost in employee morale, retention, engagement, and productivity. So, what better way to recognize workers than to send them formal or informal letters?
But when doing so, follow the key steps outlined above for writing an employee recognition letter. More importantly, consider the practical tips for drafting an effective one. Plus, take a look at our samples and templates for your guide and reference.
Whether for outstanding performance, work anniversary, or extra effort, an employee recognition letter can pave the way for constant engagement, improved performance, and overall success!
