What is an employee appreciation letter?
An employee appreciation letter, sometimes called a recognition or thank you letter, is given to express gratitude for an employee’s hard work. Depending on the business, the letter may be formal, semi-formal or casual.
You might write an appreciation letter on holidays, such as Employee Appreciation Day, or any time an employee exceeds expectations. For example, you can use appreciation letters to recognize and thank employees for completing successful projects, demonstrating outstanding performance in their duties and responsibilities or achieving specific goals.
Why are appreciation letters for employees important?
Showing appreciation to your employees lets them know you value their work. Employees who feel recognized and respected are often more satisfied and motivated to achieve both career and company goals.
Showing employee appreciation can also help strengthen team bonds and foster a positive company culture, which can increase job satisfaction and reduce turnover rates. According to an Indeed survey, 30% of people who left a job within the first six months said that being recognized more for their contributions could have encouraged them to stay longer.*
Appreciation letters can also help build a more productive workforce by highlighting positive behaviors and qualities. This may help them identify ways to improve performance and advance their careers.
*Indeed survey, n=438
6 steps to write an appreciation letter
Here are six steps to help you write an employee appreciation letter:
1. Format your letter
Choose a letter format appropriate for the topic. For example, an appreciation email may suffice when thanking an employee for a casual occurrence or quick favor. Consider including “thank you” or a similar phrase in the subject line.
When recognizing an employee for a significant contribution, such as completing a challenging project, securing a large account or managing a last-minute event, a typed or handwritten letter may be more appropriate.
2. Start with a greeting
Open the letter with a warm greeting. Address the employee by name to make the letter feel personal and sincere. The tone of your greeting should reflect your relationship with the employee and the situation. Reinforcing your connection can make the message feel more meaningful.
3. Include specific details about the employee’s actions
The purpose of an appreciation letter is to let an employee know they excelled on a specific task. For example, they might have helped a coworker meet a project deadline or volunteered to represent the company at a weekend job fair.
By providing details about the task, you can explain your gratitude and help the recipient understand the positive impact of their actions. This can enhance the employee’s sense of belonging, as most workers want to know their contributions matter.
For instance, helping someone finish their work on time shows the employee’s willingness to assist others even when it’s not part of their responsibility. Volunteering for extra work may demonstrate dedication to the company and its success and supports a streamlined process that may not have otherwise been possible.
4. Mention their unique qualities
When detailing the employee’s behavior, express sincere appreciation for their unique qualities. Identify hard skills, soft skills and positive traits, and mention how they directly impacted their success.
Highlighting the employee’s positive attributes can also provide insights into overlooked strengths, as individuals may not always recognize their own abilities. For example, your receptionist might not realize their natural empathy helps visitors feel comfortable. By acknowledging these qualities, you can help workers feel more confident and capable.
5. Be enthusiastic about their future
You might also use your appreciation letter to express your excitement for the employee’s future accomplishments and success. This lets the employee know you value a long-term working relationship, encouraging them to challenge themselves, take on more responsibility or apply for promotions.
In the process, you may benefit from retaining high-performing employees and keeping experience and insights within your team.
6. Be personal and sincere
End your letter with “thank you,” “thanks again” or a similar phrase and sign your name. To add a personal touch, consider signing the letter by hand.
Employee appreciation letter templates
When writing an appreciation letter, use a level of formality that’s appropriate for the circumstances, company culture and your relationship with the employee. For example, if your company has a laid-back culture, a casual appreciation letter may feel more natural. A formal letter may be better suited for a traditional corporate environment.
If you’re not sure how to write a letter of appreciation, consider using a template. Adjust the text to fit the situation and include plenty of details. Over time, you can refine the template to match your communication style.
These three appreciation letter templates can help you write one:
Formal appreciation letter template
Dear [Employee’s Name],
I would like to express my sincere gratitude for the outstanding work you accomplished with [Employee Action].
Your [admirable qualities that contributed to their achievement] are impressive and demonstrate exceptional discipline and dedication to this company. At [Company Name], we celebrate your [employee’s quality] and recognize the positive impact it has on our overall success and innovation.
Your actions have [explanation on affect of employee’s actions]. I appreciate the effort you put into your work. You are a valued member of the team.
Once again, thank you for your hard work. I look forward to seeing how you leverage [important employee qualities] in your future achievements!
Sincerely,
[Your First and Last Name]
[Your Job Position Title]
[Your Company’s Name]
Semi-formal appreciation letter template
Dear [Employee’s Name],
I want to thank you for the excellent work you did with [employee’s action].
Your [employee’s admirable qualities] show just how disciplined you are and how much you care about this team.
Your work led to [direct result of employee’s action]. I want you to know how much I appreciate your contributions. You’re a valued and integral part of this team. We’re lucky to have you!
It’s through the collaborative efforts of employees like you that we achieve success, both as a team and as a company.
Thanks again for all your hard work. I can’t wait to see your future achievements!
Sincerely,
[Your First and Last Name]
Casual letter of appreciation template
Hello [Employee’s Name],
I want to thank you for your help with [employee’s action]. You made a big difference during [event or project], and I’m so grateful for your work.
Your [employee’s admirable qualities] clearly showed!
The time and effort you put into [employee’s actions] really [result of employee’s actions]. We couldn’t have done it without you!
Happy Employee Appreciation Day!
Thanks again,
[Your First Name]
Employee appreciation letter examples
Use these samples of appreciation letters to guide your writing.
Formal appreciation letter samples
Example 1:
Dear Bethany,
I would like to express my sincere gratitude for the outstanding work you accomplished during the new product release last week.
Your extra hours editing the manuals, brochure and website showcased your expertise, exceptional work ethic and commitment to our company’s success. I am impressed with your attention to detail. You captured the new product features perfectly, and the final text is impeccable.
Your willingness to pause other work and take on a heavier workload allowed us to deliver all the materials on schedule, enabling the sales team to promote our new product effectively.
Once again, thank you for your drive and hard work. I look forward to seeing how your top-notch skills enhance our marketing materials for future launches.
Sincerely,
Ellen Lu
Product Team Leader
Champion Solutions
Example 2:
Dear Kezia,
I want to formally express my gratitude for everything you’ve accomplished this week after stepping up as the team lead for the social media marketing project. This new level of responsibility and leadership showcased your ability to organize the team, delegate tasks and oversee the project to successful completion.
Your ability to navigate unforeseen challenges and collaborate with the team is impressive. You demonstrated critical thinking skills and adapted your communication style to meet the needs of each employee.
Under your leadership, the latest social media campaign has improved our metrics. Since its launch, our online presence has grown by 20%, and website traffic is up by 10%. I want you to know how much I value your dedication.
Once again, thank you for your diligent work and for leading your team to success. I look forward to seeing the changes you will bring to our digital marketing department.
Sincerely,
Roberta Morris
Marketing Director
Beta Experts
Semi-formal appreciation letter example
Dear Morgan,
Thank you for the excellent writing and data analysis you did for the proposal yesterday. Each section was clear, concise and compelling—exactly what this project needed.
Your collaboration with other departments to father data ahead of time, along with your extra effort, showcased your teamwork and leadership skills. I also appreciate your initiative in scheduling a project meeting, which was crucial for aligning each department’s goals and keeping everything on schedule.
Thanks to your work, the proposal was professional and efficient, meeting our prospective client’s expectations. I’ve already received positive feedback about it.
Thanks again for your help and for motivating everyone to get the job done. Your communication skills are an asset to the company.
Sincerely,
Bernard Smith
Casual letter of appreciation sample
Hi Samantha,
Thank you for escorting our guest speakers during the event last weekend. You were fantastic at anticipating their needs and handling their presentation materials.
Your thoughtfulness and attention to detail clearly showed!
Your help allowed me to focus on setting up the AV equipment and running sound checks, ensuring each presentation went smoothly. Several speakers personally let me know how helpful you were and how memorable you made their experience. Many have already asked to come back next year.
The event was a success, and we couldn’t have done it without you!
Thanks again!
Benjamin
Employee appreciation letter template for PDF and Word
An employee appreciation letter template can be a valuable tool for recognizing and rewarding your employees’ hard work and dedication. Customize each template to suit specific circumstances and create more meaningful messages.
Check out our employee appreciation letter template to keep your employees motivated and happy at work.
*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and these documents may not reflect current labor or employment regulations.
