Employee recognition letters: Samples and templates

HR pros know the value of employee recognition: It can do wonders for engagement, morale, productivity and more. But recognition can fall flat if you don’t do it right.

An impersonal thumbs-up emoji or quick “good job” can fall flat for employees, leaving them feeling disillusioned and unmotivated to do well in the future.

Employee recognition letters are simply a message sent to an employee that expresses appreciation for their achievement, effort, contributions, or any other positive behavior.

If you’re looking for a way to show your appreciation for employees in a way that will be more meaningful and impactful than just a generic “nice work,” employee recognition letters are a great place to start. Keep reading for templates, examples and more.

Importance of employee recognition letters

As we mentioned, a generic “good work” or “thanks for your help” can actually end up doing more harm than good.

Picture this: An employee spends extra time and effort to complete a project or meet a tight deadline, and all they get in response is a generic thank-you.

That experience can leave an employee feeling underappreciated and undervalued. It might even make them less likely to go the extra mile in the future.

On the flip side, recognition letters that acknowledge their efforts or recognize the quality of the final product can uplift their spirits and boost morale.

That employee may be even more likely to go the extra mile going forward, as their individual and collective contributions are clearly valued — and the hard work they put in has been validated.

Employee recognition letters can strengthen the employee-employer bond and support a positive work environment, thereby boosting the overall company culture. There is also evidence that these letters boost overall employee well-being.

The appreciation felt from employee recognition letters can also:

• Increase job satisfaction
• Boost overall productivity
• Improve employee engagement, and
• Aid in retention.

Sample employee recognition letters

Now you know why recognition letters can be so important. But actually writing one that an employee will love is a different story.

Here are some sample recognition letters that can help get you started.

Note: These are just a starting point. It’s important to add specific details in recognition letters and your own verbiage to help make recognition letters meaningful.

Outstanding performance

Employees going above and beyond with their performance can be one of the best reasons to write recognition letters.

When employees exceed expectations, it’s clear that they either found a new, more efficient way of doing their job or put in extra effort on their own accord.

Outstanding performance is an umbrella term that may include several different things, but may look like:

• Exceeding performance metrics by a considerable margin
• Producing consistent high-quality or error-free work
• Reaching and going beyond targets, or
• Receiving excellent feedback from clients or customers on a regular basis.

Template:

Dear [Employee’s Name],

I’d like to express my sincere appreciation for your outstanding performance at [specific task/project]. You went above and beyond, and your dedication, hard work and attention to detail have not gone unnoticed. Your exemplary efforts not only helped the team, but the company’s success as a whole. Thank you for consistently exceeding expectations and setting a high standard for the entire team.

Sincerely,

[Your Name]

[Your Position]

[Company Name]

Achieving milestones

When employees achieve important milestones, that’s worth celebrating! Writing a letter of recognition to acknowledge their milestone can help validate all the hard work they put in.

Plus, employees tend to downplay their good work, so this can also be a good way to remind employees that their accomplishments are worth celebrating.

You can write a letter to recognize an employee’s achievements like:  

• Years of service, such as 10, 15 or 20 years with the company
• Completion of a big project
• Professional development achievements, like obtaining a certification, or
• Promotions.

Template:

Dear [Employee’s Name],

Wow! I can’t believe how fast time flies. Congratulations on [number] years of dedicated service to [Company Name]. Since day one, you’ve been an asset to our organization. Your commitment and hard work have played a vital role in our success. On behalf of everyone at [Company Name], we deeply appreciate your loyalty and the valuable contributions you have made throughout your time with us. Here’s to many more years of shared achievements!

Best Wishes,

[Your Name]

[Your Position]

[Company Name]

Going the extra mile

Everyone wants employees to go the “extra mile” to help the company out. When an employee does just that – whether it be through taking initiative on a new project, volunteering in an area outside of their wheelhouse, or demonstrating creativity or innovation – that can be a great time to recognize their commitment to the organization.

Using recognition letters to nurture employees who go above and beyond their regular job duties can help encourage them – and their peers – to continue that behavior in the future.

Plus, it’s a win-win, as it can help the employee gain experience and develop new skills, helping to bolster outstanding employee performance in the future.

Template:

Dear [Employee’s Name],

I wanted to take a moment to recognize your exceptional efforts in going above and beyond expectations for [specific project/task]. It’s clear that your initiative, creativity, and dedication have been instrumental for the company as a whole. Your hard work has not gone unnoticed, and it’s helped drive our overall success. Thank you for going the extra mile and setting a standard of excellence for us all.

Sincerely,

[Your Name]

[Your Position]

[Company Name]

Team collaboration

Giving an employee who helps foster team collaboration can not only help motivate the individual employee — it can also motivate the entire team.

Recognizing team collaboration can be for a collaborative achievement, or just promoting an overall positive environment, such as:

• Helping a colleague with a heavy workload
• Taking the initiative to improve team communication
• Mitigating potential conflict between team members, or
• Having a positive attitude each day.

Template:

Dear [Employee’s Name],

I want to express my gratitude for your outstanding collaboration with the team. Our team would not be the same without you! Your positive attitude, teamwork, and willingness to support your colleagues has created a harmonious work environment, and the positive effects are felt by the entire team. Your collaborative spirit is truly appreciated, and it significantly enhances the overall success of our team. Thank you!

With gratitude,

[Your Name]

[Your Position]

[Company Name]

Customer or client appreciation

Making a manager, team or C-suite happy is one thing, but when employees go above and beyond for clients or customers, that’s especially important.

Whether it’s for exceptional work ethic, quick turnaround on projects, or positive feedback from clients or customers, it’s important to acknowledge and celebrate that achievement.

Template:

Dear [Employee’s Name],

I want to extend my sincere appreciation for the exceptional service and dedication you’ve shown to our clients. Your professionalism, attention to client needs, and the quality of service you provide has not gone unnoticed by me or our clients. Your efforts are an integral part of our client success and have a lasting impact on our company’s success and reputation. We are so grateful to have you representing us!

Best Regards,

[Your Name]

[Your Position]

[Company Name]

New hire appreciation

Expressing appreciation for a new hire can help welcome them into the company and start them off on the right foot.

You can even make it part of the onboarding process and write a recognition letter after the first few weeks.

There are many benefits to writing a letter of appreciation for a new employee. For example, it can help boost engagement, retention and belonging. Plus, it’s a great way to showcase your company values and show that your company “walks the walk” when it comes to employee appreciation.

Template:

Dear [New Hire’s Name],

Welcome to the [Company Name] family! We are delighted to have you on board and wanted to take a moment to express our appreciation for your decision to join our team. Your skills, experience and enthusiasm make you a valuable addition to our organization.

Your positive energy and dedication during the onboarding process have not gone unnoticed. We believe that your unique talents will contribute significantly to the success and growth of our team.

As you embark on this new journey with us, know that your contributions are valued, and we look forward to seeing your impact unfold. If there’s anything you need or questions you have, please don’t hesitate to reach out to me or the human resources department.

Once again, welcome aboard! We’re excited to have you with us.

Best Regards,

[Your Name]

[Your Position]

[Company Name]

Tips for writing your own employee recognition letters

Now that you have a feel for what employee recognition letters should look like, you can easily modify our templates — or start from scratch to create the perfect personalized letter.

No matter what type of recognition letter you’re writing, here are a few tips and best practices.

1. Be specific and detailed

Using specific metrics, project timelines or feedback can help personalize the recognition letters. Using details is what takes a letter from a generic, canned message to a heartfelt thank-you, and can help employees feel appreciated and valued for their specific contributions.

2. Use positive and genuine language

This one should be a no-brainer: Keep the message positive in recognition letters. Focus on what your employee is doing right, and save any negative feedback for a one-on-one. You should also focus on using genuine language and avoid cliches and canned phrases that can take away the value of the letter.

3. Highlight impact and contributions

Be sure to highlight specific contributions and the impact that the employee’s actions have had on your company’s success. If you can, you may want to reference specific metrics to back it up and show the true impact of the employee’s hard work.

4. Connect to company values

Recognition letters are a great way to show that your company truly commits to its company values. If your company focuses on innovation, you can mention that they embody this value with their creativity on a new project. This can also help connect their achievements with the company’s broader mission. 

5. Personalize the message

In addition to standard personalization – like adding in an employee’s name, position and specific efforts – you may also add some more personal touches. If you know the employee has a specific hobby or interest, you can try to work that into your letter.

For example, if your employee is a Star Wars fan, you may tell your employee they exemplify an iconic quote, like: “Do or do not. There is no try.”

6. Consider the employee’s personality

Personalizing recognition letters is an important part of making them impactful, and that includes taking the employee’s personality into consideration. If they’re more reserved, you may match that energy in your letter. Or, if they like to joke around, you may add in a few humorous elements or be a little more conversational in tone. All of this can help ensure that an employee feels truly seen and appreciated.

7. Keep it concise and focused

It can be easy to go overboard with praise and point out all the positive behaviors of an employee, but that can take away from the impact of your recognition letters. Instead, keep it focused on the specific task, project or metric that you’re recognizing and keep the letter concise.

8. Encourage continued excellence

In all recognition letters, it’s important to encourage the behavior for the future. Try adding in something like “I look forward to seeing what you will continue to accomplish,” or “Keep up the good work!”

This can help motivate employees and keep them focused on the future. 

9. Provide contact information for further discussion

At the end of your recognition letters, it’s important to provide contact information in case the employee wants to discuss further and have a broader conversation. The contact depends on the type of recognition letter given – if it’s for a new hire, you may add contact information for the HR department. But if it’s for a direct project, you can provide contact information for the direct manager or project manager.

Bottom line

No matter what type of recognition letter you write – or for what reason you write it – it’s important to make sure the letter is personalized, impactful and specific. Go beyond cliches and cliche emojis to help add meaning and value for your employee.

Happy writing!