Appreciation letters are written to recognize the outstanding performance of an employee in his or her job role. When you write an appreciation letter to your employee, you encourage them and acknowledge their efforts in what they are doing. This type of letter also symbolizes your “thank you” to others for their contribution.
Importance of Business Appreciation Letter
Writing a genuine appreciation letter to your employee is essential because it shows them that you value their efforts and dedication. Employees who feel respected and noticed tend to be more motivated and cheerful to take on any assigned tasks. By appreciating your employees, you create a healthier company culture and a stronger team bond, which is key to a company’s success.
In the appreciation letters, you encourage good qualities and behaviors; hence, you illustrate to your staff what you would like them to do. Appreciation letters cannot improve an employee’s work spirit but also motivate others to do better.
When to Send an Appreciation Letter
Here are the situations where you can send an appreciation letter:
- Send it to employees that have contributed to the company or colleagues that helped you out.
- If an employee has been dedicated to a project by taking up additional responsibilities, appreciate their efforts. Even if that person is your colleague, you can send them an appreciation letter to let know that their efforts have been noticed.
- If a contractor or vendor helped simplify your tasks, write to them, and thank them for their efforts.
- You can also write to anyone that has done something that made your day better and let them know that you appreciate their efforts.
- The essence of an appreciation letter is letting anyone who has assisted you know that it meant so much to you.
How to Write an Appreciation Letter
Here are the steps to follow when writing an employee appreciation letter:
Choose the Correct Format
The reason you are writing the letter creates its format and structure. If you are writing a short “thank you” message for an everyday occurrence like quick favors, then sending it through email is the ideal choice. In the subject line, remember to include words like “thank you” or other related phrases. This will let the receiver know what the letter is about.
On the other hand, if you are writing to your employee to appreciate them for a specific contribution (such as putting in extra effort to complete a project), you need a formal typed or handwritten letter. These types of appreciation letters are more traditional, and you can store them in the employee’s file for future references.
Address the Employee Personally
When writing an appreciation letter, remember to address the employee by name. This is a way of showing sincerity and appreciation. Furthermore, it adds a personal touch and lets them know that you put in the effort and time in writing the letter just for them.
Show What Let to the Recognition
At the beginning of your letter, let the employee know why they are being recognized. Please give a detailed explanation of what they did to deserve the recognition. For instance, they might have offered to represent your company at a job fair during the holiday.
Explain Why They Deserve Recognition
After informing the employee what they did to deserve the recognition, explain why you were impressed by their actions. For example, if they offered to represent the company over the holiday, they are more than willing to sacrifice their activities to support the company. It demonstrates their extra dedication to the company.
Describe How Their Actions Improved the Company
In the last section of your appreciation letter, describe how the employee’s actions improved the company’s state. By clearly explaining how their efforts brought a positive outcome and benefited the company, they are more likely to continue practicing the good deeds.
What to Include in an Appreciation Letter
You don’t have to write a long appreciation letter — what matters is sincerity. Like any other formal letter, start with a greeting and let the recipient know why you are writing. For example, you can say, “Thank you for standing in for me yesterday. I was not feeling well, and what you did means so much to me.” After letting the recipient know why you are writing, you can go ahead and give a detailed account of what their actions meant to you. Thank them again before you send a letter.
It is important to note that even though your appreciation letter can be short and simple, email inboxes tend to overflow. This is why it is recommended to mail a handwritten letter or card.
Letter Writing Tips
It is essential to explain why you are writing the appreciation letter. Give a detailed description of why the actions of the receiver deserve recognition and appreciation. This will let the recipient know the purpose of the letter, even reading further.
Furthermore, you should keep the letter focused and short. Keep it short and genuine — it is not recommended to write a long appreciation letter. Keep it to just a few paragraphs.
Appreciation Letter Samples
Do you want to write an appreciation letter? We have created easy to use templates that make your task simpler. All you have to do is download and customize them!
They help create a stronger team bond and maintain a healthy company culture. Furthermore, when you encourage good qualities and behaviors in appreciation letters, you let them know that that’s what you expect from them.
Appreciation letters should be treated as performance references. Keep a copy of the appreciation letter in the employee’s file.