How to write a simple employee recognition letter to thank and congratulate your employees

An employee recognition letter is a powerful tool for expressing your gratitude for staff. Taking the time and effort to put one together goes a lot further than just a hasty “thank you”.

That’s not to say you should be gripped with performance anxiety. You’re not presenting an episode of This Is Your Life, you’re just telling an employee what they mean to you.

Follow our simple guide, and you’ll knock it out of the park.

Write your simple employee recognition letter:

Be personal and earnest

The most important element of an employee recognition letter is that you put the effort and time into expressing yourself.

Be honest about what impressed you so much about someone’s efforts and achievements. Share your honest feelings. It’s the only way to have a genuine emotional impact.

Get to the point

Excessively flowery language is less effective than simple, honest statements. Say what you mean, say it simply, and rely on your honesty and confidence to make the impact.

Cite specific examples of achievement

Be sure to mention exactly which projects, jobs, or achievements you’re so impressed with. Don’t be vague, or washy, about why you’re recognising someone.

It diminishes the impact of celebrating them, and feels disingenuous.

Explain why those examples mattered to the company

Talk about how your employee’s achievements or behaviour affects the company overall.

Knowing that their work has a benefit to the business as a whole gives employees greater satisfaction and pride in their work.

Focus on tangible downstream impacts

Don’t just harp on about numbers. Only a few sales people can really get fired up about making graphs bigger. If you’re going to mention the outcome of work, relate to something more human and evocative than just numbers.

Mention your values and purpose

Relate positive behaviour back to what your company stands for, and why you come in every day.

Generating lasting employee engagement means letting employee see how their achievements at work relate back to your company’s ethical core and brand purpose.

Explain why they matter to their peers

Approval and acceptance from peers is a powerful motivator. It’s a part of being human no one can escape.

Even if you don’t have an actual peer-to-peer recognition program, your employee recognition letter should mention how vital your employee’s contribution to other people was.

The most important thing is sticking to point one; be honest and personal. A thoughtful, earnest employee recognition letter becomes a trophy.

Something your employees can treasure and reflect on. Something that increases their self-worth, improves their sense of belonging in the office, and helps them engage with your brand.