How to Write a Recognition Letter (With Examples)

What is a recognition letter? A recognition letter is a message of appreciation sent to an employee. It can be anything from sharing a note of thanks, acknowledging a recent win, or sending a message of congratulations.

Letter Recognition and Identification- Part One: Learn Letters A to E

Why are recognition letters important?

The development of a positive workplace culture and the development of strong relationships with employees depend on recognition. Giving your coworkers or employees praise for their accomplishments and efforts boosts their self-esteem and motivates them to continue working hard. It assists you in emphasizing their tremendous value to the organization and the fact that their efforts were appreciated by everyone in the area. Letters of appreciation can enhance an employee’s performance generally and even spur greater team loyalty, increasing retention rates.

What is a recognition letter?

A letter of recognition is a message that conveys your gratitude for a worker or recognizes a recent success they have had. Whenever a colleague is the recipient of a recognition letter, it is usually informal or semi-formal. They might be formal if they’re from a manager or an employer.

How to write a recognition letter

The fundamental steps you must take when writing a recognition letter are listed below:

1. Identify the format you want to use

Determine the format you want to use when writing your recognition letter as the first step to take. You might want to type and print the letter if your business culture is more formal or if you’re honoring someone for a noteworthy accomplishment. You might want to send an email if it’s less formal or if you’re thanking them for a minor victory. You might want to think about writing a letter by hand if you want to make it as meaningful as you can.

2. Add contact information

Next, if you’re writing a letter to the person rather than sending them an email, put their contact information in the upper left-hand corner of the document. Include their first and last name, home address, contact information, and email address. You can skip this step if you’re sending an email or writing your recognition letter on a card.

3. Add a greeting

The next step is to write a greeting. “Dear” is always a good choice, but you could also start with the recipient’s first name. The formality of the recognition letter will ultimately determine the specific greeting you should use.

4. Write the body

The body of the letter should then be written after the greeting. It is preferable to begin with a phrase expressing gratitude or appreciation for the employee’s hard work. Talk about specific examples of their contributions in as much detail as you can. If you’re sending them a letter of appreciation for a particular achievement or event, include information about why their performance was exceptional.

5. Write the conclusion

The last step is to write your conclusion. The best conclusion will restate or summarize the earlier ideas you mentioned in the letter. You might want to mention that in the conclusion if you intend to in some way reward their performance.

6. Add a closing phrase

The final step is to include a closing statement in the letter after writing the conclusion. Some possible closing phrases you may want to use include:

After the closing phrase, write or type your name. When printing a typed letter, leave space above your typed name so you can sign your name.

7. Proofread the letter

The next step is to proofread your letter. Look carefully for any typos or grammatical errors. Check the letter’s tone as well to see if it conveys your gratitude in the right way. It will make a better impression on the person you are sending it to if it reads well.

Recognition letter template

Here is a sample letter of appreciation you can use to make one for yourself:

[Employee name]

[Employee address]

[Employee phone number]

[Email address]


[Your name]

[Company name]

[Company address]

Dear [name],

I wanted to write to you to express my gratitude for the extra work you did on the [project/event]. [Explain in detail the employee’s contribution and express your gratitude for their efforts. ].

Thank you again for all of your efforts. I look forward to seeing what you accomplish next.

With appreciation,


Examples of recognition letters

To assist you in creating your own letters of recognition, consider the following examples:

Example 1


I appreciate the time and effort you put into redesigning Erikson Engineering’s website. I observed how diligently you toiled to meet the client’s request to completely redesign the website within a constrained timeframe, staying up late and occasionally working weekends.

Your exceptional performance and unmatched work ethic will propel you forward in this organization.

Great work,


Example 2


Congratulations on your outstanding performance this year, which earned you the title of top-producing salesperson.

We award the top salesperson each year, and this year there was no doubt about who would receive it. You went above and beyond this year, reaching out to fresh prospects and showing them a ton of tolerance in order to convert leads into sales. You also went above and beyond at work, taking the time to coach team members and provide assistance when needed.

You are a true leader on our team, and I even anticipate that you will get promoted soon.

To your future success,


Example 3


I wanted to express my gratitude for all the support and assistance you provide to our entire team. You’re always willing to give advice while still being extremely productive with your own work.

Your work is invaluable and makes things go more smoothly than we could have ever imagined. I’m curious to see how you develop within the business in the future.

Thank you for all your help.


Example 4


The presentation you delivered to our client yesterday was exceptional. The entire executive team could see how much effort and time you put into it, not to mention how well-prepared you were.

We are so proud to you have on our team. I’m so impressed by your performance and am excited to see what you do next.

With appreciation,



What do you say in a recognition letter?

To promote the performance and engagement of your employees, recognize the behaviors you wish to reinforce.
  1. 1) Personalize your message. …
  2. 2) Use the employee’s name when writing the letter. …
  3. 3) Be clear and precise. …
  4. 4) Recognize recent achievements or actions. …
  5. 5) Use a positive and active vocabulary. …
  6. 6) Say “Thank you”

How do you write a letter to recognize an employee?

Express your heartfelt appreciation and gratitude. Add specifics about what the worker accomplished to merit the recognition for greater impact. Speak from the heart. Explain to your recipients how their efforts or skills benefited you, your group, or the business.

How do you give a colleague a recognition?

How to write an employee recognition letter
  1. Determine the format you want to use. …
  2. Add contact information. …
  3. Include a greeting and opening statement. …
  4. Write the body of the letter. …
  5. Conclude the letter. …
  6. Sign off the letter. …
  7. Proofread your letter.

What is recognition example?

How to recognize employees for a job well done
  1. Write a thank-you card. It’s a small but thoughtful gesture to thank employees for their hard work in person or in writing.
  2. Give them a shout-out at all-hands meetings. …
  3. Encourage peer-to-peer recognition. …
  4. Take your employee out of the office. …
  5. Invest in their future.

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