“Employee recognition is the cornerstone of any great workplace culture,” said occupational psychologist Leanne Elliott, cofounder of Oblong HQ. In fact, our 2023 survey of over 1,000 UK workers found that regular praise and recognition was one of the top five factors employees say help them do their best work.
If you’re looking to create a positive, high-performing workplace culture, employee recognition letters can be a great start. Recognition letters are a form of written communication where a manager, leader, or peer expresses their appreciation for an employee’s exceptional performance or acknowledges a major milestone.
However, many managers feel awkward about sending recognition letters. It can be hard to know what to say, so some leaders fall back on generic, formal letters that fail to make much of a difference to the employee.
But no more! In this article, we’ve broken down:
- The do’s and don’ts of employee recognition
- Exactly what to put into a recognition letter, and when to send one
- Done-for-you templates that you can customize to create a truly meaningful letter that will make your employee’s day
What is an employee recognition letter?
An employee recognition letter is a letter from an employee’s manager or peer, that acknowledges their hard work, achievements, or exceptional performance. The goal of an employee recognition letter is to make your employees feel motivated and appreciated.
While a passing word of praise in a meeting or messaging app will always be welcome, taking the time to create a recognition letter goes a step beyond. It shows your employees and teammates that you feel they’re worth your time and effort. Done right, recognition letters can be a highly effective component of a wider continuous feedback cycle that will encourage top performance and employee retention.
Top Types of Recognition Letters
Of course, not every letter is right for every situation or organization. Some companies have an informal, collegial culture where a formally worded letter would come across as pompous or stilted. There are a few common formats for recognition letters.
Formal Recognition Letters
Typically sent by senior management or HR, a formal recognition letter would most likely be used for a major achievement or milestone, often on the company letterhead. For example, you might send a formal recognition letter on an employee’s 20th work anniversary, thanking them for their dedication and years of service.
Semi-Formal Recognition Letters
Managers or team leads could send a semi-formal recognition letter in appreciation of an employee’s achievement like hitting sales targets for the quarter. For this less formal note, email is totally fine.
Informal Recognition Letters
Peers or direct supervisors could send informal recognition letters via direct message, email, or even a nice card. For example, you might send an informal recognition letter to a colleague to thank them for picking up the slack for you during your annual leave.
Digital Recognition
Many companies also use digital tools to praise and recognize their employees, such as a recognition channel on Slack. For instance, with Lattice’s Slack integration, employees can share team wins, applaud each other’s progress, and show appreciation for peer contributions.
Public vs. Private Recognition
Some nuance here: Letters of recognition are often appreciated and welcome, but they’re also a fairly private form of praise. You may also want to couple your letter with a public note of appreciation — for instance, via your employee recognition platform.
As research on the effect of recognition for public sector employees published in Harvard Business Review found, “Public recognition can feel more impactful to the recipient, and it can also boost motivation among all employees, including those who aren’t recognized themselves.”
On the other hand, sometimes the private nature of the letter of appreciation is an advantage. For example, if you wish to recognize a team lead for their outstanding performance without flagging up the underperformance of another team, a letter might be the perfect format.
8 Sample Employee Recognition Letters (Plus Templates)
Here are a few employee recognition letter templates for you to adapt to your specific situation.
A good letter of recognition needs to be sincere, and a great way to be sincere is to be specific.
It’s important to note that these are just intended to get you started. If you want your recognition letter to be meaningful to your employee, it must be specific and heartfelt. A fill-in-the-blanks, standardized letter will have less impact than a letter that reflects time and thought. Make sure that you give these templates a personal touch.
Major Project Milestone
This somewhat formal template is for when you want to recognize your employees for hitting a key project or company goal. It’s particularly appropriate to keep morale high on longer projects, where the due date may still be a long way off.
Dear [employee name],
I wanted to take a moment to celebrate your outstanding achievement in [insert details about the milestone] on the [specific project name] project.
Your hard work and high standards have been pivotal in reaching this significant milestone. Your ability to [mention the employee’s actions that relate to your organization’s core values e.g., “work well with coworkers, innovate under pressure, and deliver impeccable results every time”] has been truly impressive.
On behalf of the entire team at [company name], I’d like to extend our heartfelt gratitude for your good work. Please know that your efforts are deeply appreciated and have not gone unnoticed.
We look forward to seeing your continued success and celebrating many more milestones with you in the future. In the meantime, if you need any additional support or resources, please don’t hesitate to reach out.
Gratefully,
[Your name]
Exemplary Teamwork
When team members go the extra mile to support one another, it pays to recognize it. That way, you make a clear statement that you value collaborative behavior as much as, or more than, individual achievement.
Dear [employee name],
I hope you’re doing well! I wanted to take a moment to thank you for being such a great team player.
Your [specific quality or behavior, such as “positive attitude” or “peer mentoring”] has made a huge difference to all of us. You’ve truly gone above and beyond in [mention specific actions or situations, e.g., “helping to hit that tight deadline last month” or “offering support and encouragement to the newer members of the team”].
Your efforts are noticed and very much appreciated by everyone on the team. Keep up the great work!
If there’s anything you need or any way I can support you, just let me know.
Warmly,
[Your name]
Leadership Acknowledgment
This template is the right fit if you want to praise an employee’s leadership skills — maybe they led a project for the first time, took on a new management role, or guided their peers well during a stressful period.
Dear [employee name],
I hope you're doing great! I just wanted to congratulate you on the outstanding leadership skills you've shown recently.
Specifically, [list a particular action or situation and the business result it had, e.g., “your initiative in updating our workflow has made a huge difference to team productivity”].
Your approach to leadership also [mention a specific outcome tied to your organization’s values, such as “helps to create a great atmosphere in the team”].
On behalf of the management team, we’d like to thank you for being such a great role model and leader. We’re so glad you’re here!
If there’s anything you or your team need, please do let me know.
With sincere gratitude,
[Your name]
Work Anniversary
Celebrating your employees’ work anniversaries shows them that you value loyalty, and it can inspire others to stay longer too. This note might be sent by a manager or by an HR manager.
Dear [employee name],
Congratulations on your [number] work anniversary!
Over the years, you’ve contributed so much to [specific project or task], and we feel so lucky that you decided to stay with us. Your contributions to [name projects that the employee has worked on] have been invaluable, and your [specific qualities or actions, such as “dedication,” “hard work,” or “collaborative attitude”] have helped this company become the place it is today.
You’re a vital part of our journey, and we’re so grateful for all that you do. Here’s to many more successful years together!
Sincerely,
[Your name]
Innovation and Creativity
Use this template to recognize an exceptionally creative or innovative employee — someone who came up with a new solution to an old problem, developed a creative way to work around a challenge, or helped drive your product forward.
Dear [employee name],
We’re thrilled by the innovative approach you bring to your work, and we wanted to let you know how much we appreciate it!
Your recent work on [specific project or task] was a masterclass in applied creativity, and it has had a significant positive impact on the results of the team and the company as a whole.
At [company name], we believe passionately in the power of innovation, and your work is the perfect example of that innovative spirit in action. Your willingness to push past the status quo and come up with new approaches inspires us all to think more creatively.
Thank you for bringing your unique perspective to the team. We feel lucky to have you here with us.
If there’s anything you need to keep on shining, please don’t hesitate to ask.
Thanks again,
[Your name]
Handling a Crisis
Send this letter when you need to acknowledge an employee who has made a big difference during a stressful situation — for instance, supporting colleagues during mass redundancies, handling a PR crisis with grace, or dealing with an environmental emergency.
Dear [employee name],
I’d like to express my sincere appreciation for your handling of [mention the recent crisis. Try to state briefly and frankly what happened — euphemisms are not appropriate].
Your [mention specific skill or behavior, such as “communication skills, empathy, and clear thinking”] were a huge asset during a difficult time. I’m sure that it wasn’t easy to act with such calm professionalism under such challenging circumstances, and I wanted to let you know that your dedication and resilience were noted, and deeply appreciated.
If you’re in need of additional support at this time, I hope you’ll let me know.
Sincerely,
[Your name]
Customer Praise
Did your employee get a rave review from a customer, or a specific mention during a sales call? Let them know with this handy template.
Dear [employee name],
We just got some fantastic feedback about you from one of our customers, and we wanted to pass it on!
[Customer’s name] recently let us know how much they appreciated your assistance with [specific task or situation]. They specifically mentioned [share praise from the customer, e.g., “your kindness and calm demeanor”] as being incredibly helpful.
As you can imagine, we were thrilled to hear this feedback. You clearly went above and beyond to delight this customer, demonstrating an outstanding level of [name a skill or behavior, such as “patience,” “professionalism,” or “customer service”]. And, on behalf of the management team, I wanted to say a heartfelt “Thank you!”
We know that our customers stay with us because of the hard work being done by employees like you. We’re lucky to have you, and grateful for all that you do.
If there’s anything you need or any way I can support you further, please let me know.
With appreciation,
[Your name]
New Hire Recognition
Employee recognition is particularly important for new employees. Recognizing their efforts early on can boost their confidence during onboarding, while also making sure that they feel like a valued member of the organization as quickly as possible.
Dear [employee name],
I hope you’re settling in well! We’ve all been impressed by how quickly you’ve adapted to your new role and the significant contributions you’ve already made.
In the short time you’ve been with us, you’ve already developed a strong understanding of [name the employee’s specific tasks or responsibilities, like “how we approach content marketing” or “our somewhat unusual approach to customer service”].
Your ability to [mention specific actions or qualities that relate to key organizational values, e.g., “learn and adapt quickly,” “collaborate effectively with the rest of the team,” or “come up with new ideas”] has been impressive.
I particularly value [share a short example of the behavior or skill in action, such as “your insightful contributions in team meetings”].
Thank you for your hard work and for hitting the ground running. We can’t wait to see all that you will accomplish in the coming weeks, months, and years.
If there’s anything you need or any way we can support you better as you continue to grow in your role, please don’t hesitate to reach out.
Warm wishes,
[Your name]
How to Write Better Employee Recognition Letters
To craft a great employee appreciation letter, start by asking yourself a few questions:
1. How formal do you want to be?
The level of formality will depend on how formal the organization is, and why you’re writing the letter. Acknowledging 30 years of service by the senior partner in an old-school law firm is by nature more formal than welcoming a new customer service rep to a young tech startup.
To sound more formal, you might want to write on behalf of the company (e.g., “The management team at [Company Name] would like to share our appreciation for…”), use more formal language (avoiding contractions, using the employee’s full name), and use official terminology for the names of projects, roles, and departments.
To sound less formal, use first names, say “I”, and use conversational language (e.g., “I’m so grateful” instead of “I deeply appreciate”).
2. Are you writing on your own account?
In other words, are you thanking your employee as their manager, or thanking them on behalf of a group (for instance, the management team)? It will change both the tone and the content of the letter.
For example, as their manager, you might thank them for their help with a particular challenge you faced. When speaking on behalf of the organization, you might thank them for contributing to a company-wide goal.
3. What specific tasks and actions are you recognizing?
An insincere, generic letter of recognition will not make your employee feel valued. In fact, it might make them feel worse than no letter at all!
To quote Al Elliott, business owner and cohost of the podcast Truth, Lies & Work, “A good letter of recognition needs to be sincere, and a great way to be sincere is to be specific. Detail what the individual did, why it was so great, and how it positively impacted the team, the business, and its customers.”
4. How can you relate those actions to your company values?
Connecting employee behaviors to company values is a powerful tool for strengthening your culture, said Elliott. “If the person was ‘brave,’ what did they do that required bravery? If a person was ‘caring,’ how did they express their empathy? This is culture in action and it fosters more of the behaviors we want to see in our businesses.”
5. What support or further rewards can you offer?
Depending on the situation, it may be appropriate to offer the employee a benefit or perk in addition to the recognition of their efforts.
For instance, the employee receiving the recognition letter for handling a crisis might appreciate an extra day of paid leave. The employee being recognized for their innovation and creativity might be particularly delighted by an additional learning stipend.
If nothing else, a recognition letter is a good opportunity to offer your ongoing time and support, Elliott explained, to “show that I’m as committed to them as they are to me. Recognition should be more than ‘thank you.’”
Checklist: What to Include in Your Recognition Letter
- Examples of what the employee has done well — the more specific, the better
- A story that exemplifies the employee’s contributions
- References to particular behaviors that relate directly to your organizational values
- A sincere expression of gratitude
- An offer of ongoing support
- (If appropriate) a mention of potential roles or projects that might align with the employee’s skills
- (If appropriate) an additional perk or benefit to thank the employee for their exceptional work
How to Make Recognition a Part of Your Company Culture
If you don’t have systems in place to create an ongoing culture of feedback and recognition, then recognition letters are likely to get overlooked when managers get busy.
Tools like Lattice can help ensure that employee recognition stays top of mind for managers and employees. Lattice makes it super easy to praise your colleagues in a Slack channel, via email, or right in the platform, so recognition becomes a daily habit.
For example, when Demandbase started using Lattice, one of the biggest impacts they noticed was how it created a formal structure that encouraged regular feedback and two-way communication. Landon Pearson, Demandbase’s chief people officer, said that Lattice helps their employees “focus on the right things, feel like they're growing professionally, and get continuous feedback on their performance.”
Not only will Lattice help you implement an employee recognition program, but it can also help you measure your results. With Lattice's data connectivity and reporting capabilities, you’ll be able to track exactly when and how much your recognition efforts impact your team’s productivity and satisfaction.
Innovative Recognition Practices
Recognition letters are effective, but they’re not the only tool in the recognition toolbox. In addition to written praise, you might want to try out some of these other employee recognition techniques:
- Donate to a charity on the employee’s behalf
- Offer extra time off
- Let employees work from home for the day
- Take the whole team out to celebrate a win
- Give the employee vouchers for a fun creative class or activity
- Treat them to a new office chair or monitor
- Buy them lunch — or coffee for the week, rideshare credits, or gift cards
We’ve got a dozen more great ideas for employee rewards in our article 20 Employee Recognition Ideas to Show Them You Care.
The Impact of Employee Recognition
Recognition letters cost nothing but a few minutes of your time — but they can have an outsized impact on your organization, explained Leanne Elliott:
- Boosting confidence: “From a psychological point of view, recognition validates our skills and strengths, which boosts our self-efficacy — the belief we have in ourselves to succeed,” said Elliott. “This leads to increased confidence in handling tasks and challenging situations, and that, in turn, enhances overall performance.”
- Increasing resilience: According to Elliott, “Self-efficacy is also a core aspect of ‘psychological capital’: our internal resources that enable us to bounce back from setbacks and achieve our goals.” As a result, employee recognition “can also have a direct impact on our sense of resilience and psychological wellbeing.”
- Improving employee performance: Elliott explained why recognition can make such a big difference to employee engagement: “When we feel valued and appreciated, we’re much more likely to invest energy in our work and find it meaningful. This ‘intrinsic motivation’ means [...] employees will go the extra mile and feel committed to their employer. Performance will improve and turnover will go down.”
Build a culture of praise and recognition with Lattice.
Employee recognition letters are a simple yet powerful way to support employee morale, productivity, and overall job satisfaction. By taking the time to craft thoughtful recognition letters, you show your employees that their hard work and dedication are truly valued. The key is to be genuine and specific in your appreciation. A great letter of recognition is personalized, heartfelt, and meaningful.
It also can’t be a one-off. For letters of recognition to be most effective, they should be part of a wider culture of positive feedback. If you want to make it easy for employees to appreciate one another, check out Lattice Praise. Our easy-to-use recognition tools help managers and peers share thoughtful words of praise via the platforms they use most.
Want to see Lattice in action? Schedule a demo and start building your culture of recognition today.
