Praise and recognition can be powerful employee motivators, and managers who want to get the most out of their staff may opt to praise a job well done with a letter. In your letter, ensure that the tone is genuine and send a message that leaves your recipient feeling proud and appreciated.
Hand write your letter or note for maximum effect. Although a typed letter can contain all the right sentiments, a handwritten note often means more as it demonstrates a personal expression.
Begin with the purpose of your letter. For example, "Dear Susan, Thank you so much for your efforts in making our recent project a success," or "Dan, I'm writing to thank you for your contribution to our product launch."
Mention or outline the person's specific contribution or behaviour you want to reward. An example might be, "The presentation you put together really impressed the client and helped close the deal," or "The training you provided made a noticeable difference in our team's customer service quality and customer satisfaction ratings." Elaborate using details and nuances as much as possible. Statements like, "Your energy was contagious and got those early morning meetings off to a great start," can help flush our your message and give it greater impact.
Give a statement about future hopes and expectations that compliments the employee. You might say something like, "I know you're working hard on the upcoming presentation and we look forward to another of your impressive deliveries," or "As we begin this new project, I know your work will make an invaluable impact."
Conclude with a statement about the employee's value to you and the organisation. Perhaps something like, "You're a valuable member of my team and this company. We're so glad to have you," or "I appreciate the role you play and the way you go above and beyond in your work. Thank you for being such a valued part of our team."