Writing an Employee Recognition Letter (with Sample)

An employee recognition letter is one way for a company or small business to show appreciation for the hard work and dedication of an employee. 

The success of any endeavor depends on the efforts of the team involved, and every member has a part. 

From the janitor to the president, everyone must do their job well for the business to prosper. 

One way to encourage employees to do their best and boost morale is to give recognition when they deserve it. A letter can be given for a one-time achievement or for ongoing high level of performance.

Formal Letter 

An informal, handwritten note or an email will be welcome to the employee, but a formal letter that clearly states their amazing accomplishments will give them a real boost in morale. 

Employee recognition has been shown to increase productivity, increase safety in the workplace and increase employee loyalty.

The supervisor or other superior who will write the employee recognition letter should gather as much information about the targeted employee as they can. 

This will help him or her make the letter personal. Information includes how long they have been employed, their title or job description and any specific contributions they have made. 

They can also get quotes from other people in the company who know the targeted employee and include them in the letter.

Specific Contribution

The letter should be short and concise and highlight the specific contribution and how it benefited the company or organization. 

The letter should only focus on the employee and not include any other information. It should be copied to the appropriate supervisors or other management level personnel. 

The first Friday in March is National Employee Recognition Day. It has been set aside as a day to honor outstanding employees. 

However, any day of the year is a good day to tell an employee their work is appreciated. There are also award certificates that can be downloaded and personalized for a specific employee.

The letter can state how much the employee has developed over the time they have been working for the company. 

If the letter is for a specific accomplishment, it can also include a list of prior accomplishments. 

Mention The Strong Work Ethic

It should clearly mention the strong work ethic, commitment to excellence and personal integrity. 

The letter can be given to the employee at a company-wide meeting by a direct supervisor or manager or possibly the head of the company. A small, inexpensive gift can also be given along with the letter.

The letter should:

• Have a specific description of the type of behavior the company wants to encourage
• Have a thank you along with an expression of appreciation
• Be given at a time that is close to the event being praised
• Not be emailed

Here is a sample employee recognition letter. It should either be handwritten or printed on company letterhead. The main attribute of this type of letter is sincerity. 

A sample letter can give an idea, but the letter must be personal and heartfelt. Many times, employees will frame a recognition letter or at least show it to all their friends and family. This is one reason why giving a formal letter is a good idea. 

Sample Employee Recognition Letter



Dear First Name of Employee,

This letter is our formal way of letting you know how much we appreciate your work in Name of Company. 

We have been impressed by your leadership skills and your ability to keep the team enthusiastic throughout the term of the new brand endorsement.

You succeeded in training the new employees as productive members of the team, and they both said it was a great learning experience working with you. 

These qualities are an asset for the company, and we want you to know that we recognize all your hard work.

Along with your leadership skills, you have also offered several innovative ideas that have proved very effective specifically in the area of customer relations. 

The head of customer relations said that since they have been following your suggestions, the number of return customers has gone up 30 percent. 

We are glad you work for this company and not for our competitors. We look forward to working with you for years to come.

On behalf of all the management, I thank you for your dedicated work for the company.


Signature of Sender
Name of Sender Printed
Title of Sender