Writing an appreciation letter to an employee may be unlike the types of business letters you usually create. You may want to acknowledge an action your employee took that helped your business or your customers, but you should be careful not to draw negative attention to your other workers in comparison. You may also have difficulty conveying your thanks in a sincere and professional manner.Instead of struggling to find the right words, you can use our appreciation letter to employee templates to help you. You can choose a format that fits your style and even get ideas about phrasing to show your appreciation to a worthy member of your team.
Appreciation Letter to Employee Template
Below is a letter written by Suzanne Steinberg to her employee, Darryl Moncrief, to thank him for aiding a customer in distress. The customer was shopping at Suzanne’s retail establishment when he began experiencing chest pain and shortness of breath. Darryl was stocking goods at the time and, upon observing this customer, stopped work and used his knowledge of first aid to assist what was certainly a life-or-death matter.
Dear Darryl,
On behalf of the management team, I want to thank you for taking charge of the emergency last week when our customer became ill. You didn’t hesitate to get involved, and because of your quick thinking, you may have saved the man’s life. Not only did you clear the area and call 9-1-1 on your personal cell phone, but you also kept the man calm by talking to him and holding his hand.
Your ability to stay levelheaded in a crisis, to protect the man’s dignity, and to remember safety procedures impressed our company’s leadership. We noticed how professional and organized you were under pressure and how well you were able to think fast to take action in an emergency. The capability you demonstrated during this unusual episode at work is exactly the kind of decision-making and problem-solving we look for in our staff.
We would like to recognize you in our company newsletter, so be on the lookout for the next issue. Again, you have our many thanks for an amazing effort to put our customers, and their health, before anything else.
Sincerely,
Suzanne Steinberg
How To Write an Appreciation Letter to Employee
Writing an appreciation letter may be easier than you think because it’s a positive way to recognize your employee for a job well done. You can go into specifics of the reason for your gratitude, whether it is filling in for another employee or acting bravely to help in an emergency, as in our example. You’ll also want to keep your explanation brief and stay on topic when writing your letter. Your tone should be appreciative but not overly so; stick with a professional, believable voice.
Start out by formatting your document in a traditional business letter style. Be direct with your wording by expressing your appreciation and your reason for reaching out. You can include specific examples or details for additional explanation. In our letter, Suzanne points out Darryl’s calm and levelheaded response to a health emergency.
Next, you can indicate why you appreciate the action the employee took and how this action is helpful to the company. In our appreciation letter to employee template, Suzanne liked the way Darryl went beyond his regular work duties to help a customer in distress. Additionally, she mentioned that other managers were also appreciative. Your wording should express your sincerity to let your employee know your thank-you is heartfelt.
Wrap up your appreciation letter with a formal closing phrase, such as “sincerely” or “with appreciation.” Be sure to write your letter in a timely fashion, as soon as you can after the event or action warranting the letter. If you wait too long to say thank you, your words may lose a bit of their importance.
What To Avoid in Your Appreciation Letter to Employee
When you are thanking someone for a job well done, you should stay focused on delivering your message clearly. If you are not direct in your wording, your message could lose its effectiveness and may not have the desired result you intended. Indicate why you are giving your thanks, and provide enough detail to clarify your position.
Another issue you should avoid is expressing your appreciation for one employee at the expense of the rest of your employees. It could imply favoritism, which in turn can stress working relationships with other employees or peers in the company. By staying on message, you can sidestep any concerns of partiality that may lead to lowered morale.
Sincerity is the hallmark of a good thank-you, and if you do not come across as being sincere, you may create a wrong impression for your employee. Everyone wants to feel appreciated, and your words can make or break that sense of value.
How To Follow Up After Sending Your Appreciation Letter to Employee
The nice part of thanking your employee is that it is a no-strings-attached kind of communication. The message itself should not require a response or other acknowledgement; in fact, expecting your employee to thank you for your thanks makes it seem less genuine. If your employee chooses to mention your letter after receiving it, you can certainly follow up or continue the discussion. Otherwise, treat your thank-you as a simple message of gratitude for an employee making a difference. It takes so little of your time as an employer to send a letter of appreciation, but it can have a big impact on pride, morale, and loyalty if your staff members understand that you do value their contributions.
Top 5 Appreciation Letter to Employee Writing Takeaways
1. Get your message across
Appreciation without sincerity has little meaning to the recipient. Make sure the words you use deliver the gratitude you have for your employee’s actions and how those actions made a difference for your company.
2. Be direct and descriptive
A vague message of appreciation without an explanation for issuing it can fall flat. Employee recognition carries more weight when you include details. You don’t need to write a sonnet, but you should mention specifically what it is your employee did or does that deserves credit.
3. Keep your letter appropriate for the workplace
An employee who receives written confirmation of appreciation may want to hold on to it for personal reasons. Your wording does not need to be as formal as a proclamation, but it should avoid slang, inside jokes, and references that may not mean anything months or years down the road.
4. Proofread your letter for errors
Spelling and grammar mistakes can take some of the power out of an appreciation letter. You would expect your employees to demonstrate attention to detail in communication with you, and you should offer them the same courtesy and respect.
5. Stay Focused
An appreciation letter should stand on its own; do not combine it with other messages you need to share. The gratitude can take a back seat to your other request or information. Stay on track with your thank-you to let your employee know you mean what you say.
