Did you know that, according to Deloitte, a 15% improvement in employee engagement can lead to a 2% increase in margins? Sending recognition letters is an easy and cost-effective way to increase engagement and foster a positive workplace culture.
In the digital age, we often forget that writing a letter is even an option! That’s what makes receiving a written letter all the more personal and special — precisely because it’s so uncommon.
What Is An Employee Recognition Letter?
An employee recognition letter is a personal, heartfelt written note meant to celebrate and acknowledge an employee. Employee recognition letters are usually written by people in leadership roles to highlight achievements, efforts or contributions at work.
The gist of an employee recognition letter is saying “thank you,” but there are different types of reasons to write one. For example, you could choose to highlight a specific accomplishment, such as an employee going above and beyond to meet a challenging goal. You could also give a letter as part of a work anniversary celebration or as an end-of-year gesture during the holidays.
That’s right – a recognition letter can be a standalone gesture or be part of broader employee recognition initiatives. It’s more special than verbal praise and can be adapted to various occasions.
The Importance of Employee Recognition Letters
Why offer a written recognition letter to your employees? When you recognize employees, they feel appreciated. They show up and do their best. Company culture flourishes as a result. From increased productivity and retention to more innovation, the simple act of writing a letter of recognition ends up having an impact on a company's success.
Some managers wrongly assume they need a big budget for gifts and elaborate celebrations to reward and recognize their employees.
The reality is making people feel heard and appreciated is simple: It’s all about consistency. Employees with bosses who give effective recognition are 40% more engaged than those with managers who don’t show the same level of appreciation, according to HBR.
It’s the little things that, when done repeatedly, add up over time to make the biggest impact. Handwritten recognition letters are probably one of the kindest and most genuine ways to express gratitude.
That said, there are several reasons to communicate a message of appreciation. For example:
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An employee’s official work anniversary
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Completing an important professional accomplishment
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Acknowledgement of outstanding performance
Remember: Employee recognition is most impactful when it’s personal and tailored to your own employee's specific contributions and unique skills and talents. So be sure to add your voice and personal touch to the template with an anecdote or inside joke. Let the following sample employee recognition letters guide your efforts.
7 Employee Recognition Letter Templates for Various Occasions
Recognition letter template for an employee work anniversary
Work anniversaries provide the perfect opportunity to write meaningful recognition letters and acknowledge an employee’s achievements.
Employees who receive effective recognition are 20x more engaged than those who don’t, so don’t skimp on the chance to celebrate milestones.
Dear [employee name]
I can’t believe how fast time flies!
It seems like just yesterday; you arrived on our team. We can’t express how happy and appreciative we are of what you bring to our team. Without a doubt, your skills and talents have been one of the driving forces of our overall success.
This X year anniversary is an important milestone. It is also a special occasion for our organization since it is a testimony of your loyalty to [company name].
Real dedication and loyalty are rare. And we cannot express our gratitude to you enough for your many years of service.
Thank you for your continued dedication to our company's mission,, vision and company values
Sincerely,
[Manager name]
Recognition letter template for an important accomplishment
Writing a recognition letter to appreciate an important accomplishment is a great way to increase job satisfaction and retention.
In fact, Gallup data showed that employees who are acknowledged by their bosses on a regular basis are five times more likely to stay at their company.
Dear [employee name]
I wanted to take this opportunity to personally thank you for your effort and dedication to this important assignment for [optional: client name].
We knew from the start you were the right person for the job, and we are genuinely blown away by the results.
To say you overpassed our expectation is an understatement. Our entire team and I are grateful for your incredible work ethic and dedication. Not only that, your outstanding performance, but for your unique talent, mindset, and attitude.
Teammates like you are a rare find; we feel honoured to have you on board.
Sincerely,
[Manager name]
Recognition letter template for dedication and commitment
If you want loyal, devoted employees, you need to recognize team members for their dedication and commitment.
According to Simply Benefits, employee turnover is costly – we’re talking between 30 and 50% of an entry-level employee’s annual salary and about 400% of a high-level employee’s salary. So, show appreciation to your most dedicated people.
Dear [employee name]
I wanted to take a moment to express my sincere appreciation for your dedication and involvement to our team. We have noticed your incredible work ethic and attitude over the past few months, and I wanted to take this opportunity to thank you.
Despite the challenges and obstacles our team has encountered, you've faced each one with professionalism and a positive attitude that has resounded throughout our organization and lifted everyone's spirits.
Teammates like you are rare, and we feel honoured to have you on board.
Sincerely,
[Manager name]
Recognition letter template for a new hire
Onboarding can make or break the employee experience. BambooHR research revealed that 89% of workers said that an effective onboarding process helped them feel very engaged. Moreover, these team members are 30x more likely to experience overall job satisfaction at work.
Writing a recognition letter to a new hire helps kick things off on a positive note.
Subject: Welcome [Employee Name] – We’re Excited to Have You!
Hi [employee name],
Welcome to the team. We’re thrilled to have you join us and can’t wait to witness your impact here.
I have no doubt that your skills and background in [specific area of expertise or role] will bring incredible value to [company name], especially as we strive to [specific goal].
The team and I are here to support you as you settle into your new role. Please know that we are always available to make your onboarding smoother or just have a friendly chat.
Once again, welcome to [company name]. We look forward to crushing goals together.
Warm regards,
[Manager Name]
Recognition letter template for peers
While recognition from leadership is crucial, don’t underestimate the impact of peer recognition.
According to a Josh Bersin study, organizations with recognition-rich cultures outperformed their competitors – yet only 17% of companies fit into that category. Encouraging peer-to-peer recognition fosters that kind of environment.
Subject: Celebrating Your Teamwork, [employee name]!
Hi [employee name],
I wanted to acknowledge your commitment to being an outstanding team player. Working with you is always a pleasure, but the incredible teamwork you displayed on [specific project] is worth highlighting.
Your ability to [specific strength or action, e.g., "take our brainstorms to the next levels with your mediation" or "analyze data and use it to inform decisions"] had a huge impact on our success and I am not alone to say that it inspired the entire team to raise the bar.
I am proud to work alongside you and grateful for teammates like you. Thank you for making our workplace feel supportive.
Looking forward to celebrating more wins together!
Cheers,
[Team member name]
Recognition letter template from the CEO
According to Gallup, the most memorable form of recognition comes from senior leaders. A recognition letter from the CEO can make a lasting impression on an employee, boosting their motivation and engagement.
Subject: Your Impact Matters, [employee name]
Dear [employee name],
I wanted to take a moment to personally recognize you for [specific achievement or contribution]. Thanks to your work on [specific project], we were able to meet/surpass [specific goal] and got [example of outcome e.g., “excellent client feedback from the launch”].
Know that your efforts do not go unnoticed – they help drive our success, contribute to strengthening our culture and leave an impact on others. Thank you for embodying our values of [value 1] and [value 2].
Please don’t hesitate to reach out if you ever have insights or ideas on making [company name] even better.
With deep appreciation,
[CEO name]
Recognition letter template for the holidays
Employee recognition is important year-round, but the holiday season is the perfect time to say “thank you” with a formal recognition letter.
A Zippia survey revealed that 29% of workers haven’t received recognition in over a year, which means that some managers are missing out on the opportunity to appreciate employees at the end of the work year. Don’t be one of them.
Subject: Wishing You a Happy Holiday Season, [employee name]!
Hi [employee name],
As we wrap up the year and approach the holidays, I wanted to take a moment to express my sincere gratitude for all your work this year. Your relentless efforts and positive attitude have made an impact on our team and success.
The end of the year is often a time for reflection. When I look back on this year, I am truly thankful to have someone as talented and dedicated as you on our team.
I am wishing you a holiday season filled with joy and well-deserved relaxation. Let’s look forward to an even brighter year ahead together.
Happy holidays and all the best,
[Manager Name]
How to write an employee recognition letter
The templates above should serve as examples and help you craft the perfect employee recognition letter. But you shouldn’t be afraid to make them your own – the more genuine and personalized the message, the better.
Here are a few tips for writing a recognition letter that will leave a memorable impression:
Get personal (but not too personal)
You may get inspiration from a template, but your letter shouldn’t feel like a template. Add personal anecdotes to your note – just keep them professional.
Give timely employee recognition
Giving an employee recognition letter months after a milestone or achievement dilutes the impact of the gesture. Write and give your letter promptly.
Highlight specific contributions
Highlighting specific wins and contributions is crucial to personalizing your message. It also allows you to reinforce specific traits and behaviors.
Emphasize company values
On that note, you can tie back some of the things you mention in your letter to important company values to truly take your note to the next level.
Emphasize impact and outcomes
Emphasizing the impact and outcomes of an employee's actions is important as well. Don’t just mention specific contributions – talk about what they helped the team or organization achieve. This serves as a reminder that every individual is part of a shared vision and helps the letter recipient feel extra proud and valued.
Be mindful of tone
If your culture is more casual, this isn’t the time to write a super formal message. On the other hand, a message from the C-suite for a more formal recognition letter. Keep the tone of the message relevant to the occasion.
End on a positive note
End your message on a positive note with mentions of continued success. Maybe you look forward to achieving more together. Perhaps you can’t wait to see them make an impact in their role. You get the idea.
Final Thoughts: Quick tips for better employee appreciation
There are a few key points to keep in mind when highlighting your employee's contributions and writing appreciation messages.
Make employee recognition specific
Don't only celebrate the completion of the goal, but highlight the process the employee took to get there. People want to feel special. What did they do differently than everyone else?
Stand behind your words
Words of recognition are important. But words are ultimately empty if they aren't backed by action. Show your employees you care. This means taking your employee's feedback and frustrations seriously (if and when) they come up. Actively build a better work environment for your team.
Recognize character
When someone sees you and understands you as a person, it's a great feeling. Make sure to highlight what is unique and special about them. These include an excellent attitude, sense of humour, or an ability to think critically.
Leverage an employee recognition platform
A tool like Applauz can help take the guesswork out of recognizing employees and streamline your process for sending recognition letters.
