Purpose and Features of Letters of Commendation
A letter of commendation, sometimes referred to as a commendation letter, serves as a formal written document to express gratitude and recognize exceptional performance, outstanding achievements, or significant contributions. The main purpose of such a letter is to acknowledge and appreciate the efforts and commitment of an employee, team, or individual, which in turn helps to boost employee engagement and morale across the organization. Commendation letters are often written by a commanding officer, department head, or supervisor, and are used to highlight superior performance, dedication to duty, and a strong sense of service.
Key features of a commendation letter include a formal introduction that clearly identifies the recipient, specific details about the achievement or performance being recognized, and a sincere expression of gratitude and appreciation. For example, a commandant’s commendation letter or a flag letter in the United States Navy or Coast Guard is used to recognize exceptional service and commitment, often resulting in additional awards such as a commendation ribbon. By providing specific details and expressing genuine appreciation, such a letter not only recognizes the recipient’s efforts but also encourages continued excellence and commitment within the team or organization.
How to write a letter of commendation
Follow these steps when writing your next letter of commendation:
- Header: Include your address and the date at the top of the letter.
- Salutation: Address the recipient formally, using their proper title and last name.
- Opening Paragraph: State the purpose of your letter clearly and concisely.
- Body: Provide specific examples of the commendable actions or achievements.
- Closing Paragraph: Summarize your appreciation and offer any further support.
- Signature: Your personal, handwritten signature is often preferred here. Taking the time to personally sign the letter helps validate and personalize your commendation, emphasizing the authenticity of your correspondence.
1. Introduce your recipient
The first step in writing a letter of commendation involves formally introducing the recipient by name, title or working relationship. If necessary, explain further your years of working together just after the introduction. This establishes who the commendation is for and its positive purpose. Additionally, it personalizes the letter at the beginning, setting the tone for the rest of the message.
2. State your reason for commending
The second step involves elaborating on your reason for sending the letter of commendation. Explain the importance and positive nature of your letter. Using two or fewer paragraphs, explain the action your recipient made and how it either benefited you or the company as a whole. Include details as to why it was a unique action or better than what’s normally expected. Be sure to highlight any successful accomplishment that stands out as a reason for the commendation. Use specific details to avoid confusion as time passes between the event and the writing of the letter.
3. Summarize why it deserves recognition
The third step involves summarizing in your last paragraph why the recipient deserves recognition. Explain what impressed you most about their actions, noting any unique approach or other important context. Express why you believe they deserve specific recognition and outline any other rewards they may receive for their actions. You can also address both yourself and the recipient’s contributions to highlight the personal impact and shared value of the achievement.
4. Thank your recipient
Use your final paragraph as a closing to thank your recipient. If you haven’t up to this point, speak directly to the recipient using second-person pronouns. Thank them for their work, their actions in this event and their commitment to their role.
After finishing your letter, ensure that all content fits on one page. Letters of commendation work best in short form, getting to the point of the matter and thanking the employee for their deeds.
How to Write the Perfect Job Offer Letter Email
The following template provides further detail for the layout of your letter of commendation:
Introduction
[Use this section to formally introduce your recipient. You can either begin with a name and a comma, a dear statement or begin a full paragraph.]
Body
[Within the body, address your reason for commending and summarize why their action deserves recognition. Use two to four paragraphs for the full section.]
Closing
[Close out your commendation letter by thanking your recipient. Limit this section to a single paragraph of three to five sentences.]
Signature
[Provide a typed or written signature below your closing. Your personal, handwritten signature is often preferred here.]
Using Letters of Commendation in Professional Settings
Commendation letters are a valuable tool in professional settings for recognizing and rewarding outstanding performance, exceptional achievements, and significant contributions. In organizations like the United States Coast Guard, the Commandant’s Letter of Commendation Ribbon is awarded to members who receive a formal commendation letter, highlighting their service and dedication. Similarly, in the United States Navy, a commendation letter is used to acknowledge superior performance, leadership, and commitment to duty.
In the field of human resources, commendation letters play a crucial role in supporting employee development and boosting employee engagement. A team lead or department head might use a commendation letter to recognize a team member’s outstanding performance, which can lead to continued success and even career advancement. These letters not only serve as a record of exceptional performance but also help to foster a culture of recognition and appreciation within the workplace. By formally recognizing the efforts and achievements of employees, organizations can motivate their members, support ongoing development, and reinforce a positive and productive work environment.
Best Practices for Letters of Commendation
To ensure that a commendation letter is both effective and meaningful, it is important to follow best practices in its writing and presentation. Begin with a formal and professional tone, starting with a clear introduction that identifies the recipient and the reason for the letter. The body of the letter should include specific details about the recipient’s achievement or performance, highlighting what sets their efforts apart and why they deserve recognition. Express gratitude and appreciation throughout, especially in the final paragraph, to reinforce the positive impact of the recipient’s actions.
The letter should be signed by the commanding officer, department head, or supervisor, and include the date and the recipient’s title for clarity and formality. Keep the letter concise and focused, ensuring that it centers on the recipient’s outstanding or exceptional performance. Including a personal anecdote or example can make the letter more memorable and impactful. By following these best practices, a commendation letter can effectively recognize and celebrate the recipient’s contributions, while also serving as a valuable document for their professional record.
Sample letters of commendation
The following examples apply unique scenarios to the above template:
Example 1
Dear Dr. Arjun Gupta,
It was an honor teaching your class during your leave of absence for the month of December. These are some of the brightest and most passionate students I’ve seen in the field of microbiology. Their level of intelligence, determination and overall enthusiasm made for the most inspiring class I’ve ever worked with. When I asked them what makes them different, they explained that you, Mr. Gupta, taught, guided and mentored them in ways they were wholly unfamiliar with, lighting a new flame within them. It’s for this reason I present you with this letter of commendation.
I admire the talent of all my teachers at this prestigious institution. They’ve molded many a bright mind. However, the techniques you employ and the love you have for the field of microbiology show in ways I can’t even begin to describe. In fact, upon your return, I sat in on many of your lectures and was floored at the difference between you and other microbiology staff members. You’re an inspiration for students and teachers alike.
Again, it is an honor to have you on staff, Mr. Gupta. I sincerely thank you for your efforts to this school and its students. You’re an incredible lecturer, and I’m privileged to have you with us.
Sincerest thanks and admiration,
Adanna Hausa, Ph.D., Department Head of Microbiology
Example 2
To: Nilini Ahuja, Team Lead 2
In regard to last week’s incident involving a fight between two employees on your team, you were able to not only solve the problem but also to end the conflict. We prefer not to have to call local authorities for such situations, as it causes even further distractions within the call center. I present you, Mrs. Ahuja, with this letter of commendation for your efforts in effectively managing your team.
It’s extremely rare to find a team lead who knows their team members so well to deescalate a situation. You’ve raised the bar for the other three team leads on the call center floor and created a safer environment for all teams. It’s truly an honor to have you a part of this organization.
Thank you so much for your incredible leadership skills and commitment to your team and the organization. I am very grateful to have you here with us.
Best,
Adrian Blackwell
Floor Manager
Example 3
Daniel Perez,
I’m writing to thank you for your efforts during our emergency onboarding period. You exceeded all expectations bringing on our two new members, even without a background in human resources.
Over the last month, due to your onboarding and training efforts, our two newest recruits are more productive and more effective than previous new hires. Our process worked so well, we have decided to offer you a promotion to human resources manager. The other managers and I understand you prefer to be in the field with our employees, but we believe your natural talents could significantly aid our lacking human resources department. Your pay would also increase, of course.
Whether you decide to take the new position or not, we sincerely thank you for your efforts. The company could not have survived that time without your hard work, determination and further efforts outside of working hours. Thank you for being part of this team, and we hope you remain with us for the foreseeable future.
Sincerely,
Nathan Abebe and the management team
New Hire Onboarding Checklist Onboarding Best Practices
Letter of commendation FAQs
Here are answers to some of the most frequently asked questions about letters of commendation:
4.3 What is the difference between a letter of appreciation and a letter of commendation?
A letter of appreciation is generally given for noteworthy but routine contributions, while a letter of commendation recognizes exceptional performance or achievement. A commandant’s letter is a specific type of commendation letter used in the Coast Guard.
4.4 What is a commandant’s commendation letter?
A commandant’s commendation letter is an official recognition issued by the Commandant of the United States Coast Guard to acknowledge exemplary service or outstanding achievement. The commandant’s letter is often presented with a corresponding ribbon or device during a formal ceremony. The criteria for receiving this award are based on significant contributions or acts that reflect great credit upon the individual and the Coast Guard. Under certain circumstances, an Operational ‘O’ device may be authorized to be worn on the Commandant’s Letter of Commendation Ribbon.
Can letters of commendation extend beyond one page?
Under normal circumstances, letters of commendation remain under a single page in length. The purpose of the letter is to simply thank an individual and praise them for their efforts. Any more information than that causes redundancy. However, there are rare circumstances in which a complex situation requires an equally complex description and thanks. Keep it under a single page unless absolutely necessary.
Should a letter of commendation include specific brand tones?
Letters of commendation should be as personal as possible. Write them as if they were an in-person message delivered directly to the individual. Using a brand tone creates a less personable and more robotic or pre-determined letter. The purpose of these letters is to write personal messages to individuals and extend thanks to unique situations.
Is there a difference between a letter of appreciation and of commendation?
Although these terms are often interchangeable, the main difference is within the meaning of the words. Commendation is the act of praise or favorable representation. Alternatively, appreciation is a valuation or estimation of merit or worth. A commandant’s letter is a formal type of commendation letter used in the military.
Should a letter of commendation always come with an additional reward?
Rewards are always at the discretion of management or whoever writes the letter. In most cases, the letter itself is sufficient. It boosts morale and lets employees know that management noticed their hard work. Often, rewards are held only for those who have done a greater than normal deed. For example, if a salesperson not only made the most money within a week but also broke company records, their manager may offer additional rewards such as a bonus or raise.
Letters of Commendation Templates for PDF & Word
Use these commendation templates to celebrate an employee’s success and help make their application for a promotion or a new job highly competitive.
Download PDF for Free Download Word for Free
*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.
Conclusion and Final Thoughts
In conclusion, a commendation letter is a powerful way to recognize and reward outstanding performance, exceptional achievements, and significant contributions within any organization. Whether used in the United States Navy, Coast Guard, or a corporate environment, such letters can boost employee engagement, morale, and motivation. By including specific details, expressing sincere gratitude, and following best practices, a commendation letter becomes a meaningful and personal expression of appreciation.
Ultimately, the value of a commendation letter lies in its ability to recognize and support the continued success and development of employees. When written with care and attention to detail, these letters not only acknowledge individual or team accomplishments but also help to foster a culture of recognition and appreciation. By making commendation letters a regular part of your organization’s recognition strategy, you can ensure that exceptional performance is celebrated and that employees feel valued for their significant contributions.
