9 Employee Recognition Templates Every Leader Can Use

 

6 Tips For Writing an Employee Recognition Letter

Investing a little time in writing recognition letters can make all the difference in the culture of your organization. Here are a few things to consider before you get typing.

 

1. Be Specific

There's nothing more demotivating than a general, "We appreciate all of your hard work."

Start by using the employee's name (of course) and then citing specific examples about why you're recognizing them. What actions were you impressed by? When did they show grit or a collaborative spirit?

 

2. Be Personable

You have your own style of communicating but don't forget to take into account your employee's personality and the general nature of your interactions. Some people may appreciate a more formal style while others will respond better to humor.

If you really want to connect with an employee in their recognition letter, lean into specific hobbies or interests you know they enjoy. For example, if you're expressing appreciation to someone who is an avid runner, you might thank them for 'going the distance,' note that their dedication is 'run-derful,' or share how they helped the team 'cross the finish line' early because of their efforts.

 

3. Highlight the Impact

There's a reason that the bottom of your receipt often tells you how much money you've saved -- people love knowing the details about the impact they've had. This helps you convey the significance of their contributions and can make your recognition feel more meaningful and less robotic.

Numbers are always a great start. Use dollars, percentages, or dates to highlight tangible results. This might look like, "Your efforts resulted in a 22% increase in sales last quarter," or, "The way you streamlined communication reduced our project completion time by two weeks, so we were able to take on an additional client."

You might also share positive feedback you've received from clients or coworkers about the employee, highlighting the fact that you're not the only one noticing their great work.

4. Act Sooner Rather Than Later

Send a recognition letter soon after the achievement or event that you're recognizing. Timely recognition shows that you're paying attention to their hard work, which can lead to improved morale and a more positive work environment where employees truly feel valued for their efforts.

As a note -- while a formal recognition letter won't be a frequent occurrence, don't let it keep you from also offering more frequent informal recognition. In places with a strong culture of recognition, positive feedback happens at least once a week. A verbal thanks or quick email goes a long way in showing you're paying attention and appreciative of an employee's efforts.

 

5. Consider the Format

Decide whether the recognition letter should be public or private. Private employee recognition letters will feel more personal, but public recognition allows for broader recognition.

Consider the employee's preferences as well-- someone who is strongly introverted probably won't appreciate being called out in front of a hundred other people, even if it is to celebrate a major accomplishment.

 

6. Schedule It

There is a delicate balance between delivering sincere appreciation and making sure that employee recognition is an integral part of your company culture. Effective leaders and managers understand how to achieve that balance.

40% of employees say they receive recognition a handful of times each year, and those employees who don't receive frequent recognition are more likely to be disengaged and searching for alternative career opportunities.

There's no one right way to schedule feedback, so engage in some thoughtful planning and implement a method that works best for you. One option is to send employee recognition letters once a month or every other month, while another is to send X number of letters to each employee within a year. Put it on your calendar or employ the use of employee recognition software to keep you on track and up-to-date with your employee recognition efforts.

 

9 Sample Employee Recognition Letters

These sample employee recognition letters are a very general outline of what a recognition letter might include. They're meant to give you an idea of what phrasing and details you might include in a more formal recognition message. Take them and change them however you deem necessary, remembering the goal is detailed, personal recognition that emphasizes your appreciation for the individual.

There are a hundred different reasons you might send an employee recognition letter-- here are just a few of them and an employee recognition template to go along with each.

 

1. Employee Recognition Template For Work Anniversaries

Think of a work anniversary as a work birthday-- a meaningful milestone that offers the chance to celebrate your employees and all their contributions throughout the years. You might recognize how long an employee has been with the company or how long they've been in a new position.

Celebrating a work anniversary acknowledges an employee's loyalty and long-term commitment to your company, reinforcing the idea that they are a valued team member. It can also foster a sense of belonging and encourage retention.

Template

Dear [employee name],

Happy [Xth] work anniversary!

As we celebrate this milestone, I want to express my sincere appreciation for your hard work, dedication, and contributions to [company name] over the past [X] years. Your passion for your work and the positive energy you bring to your team have had a significant impact on the success of our company.

From the beginning, you have demonstrated exceptional [skill/quality]. Your work on [project or responsibility] has been exemplary. You've consistently gone above and beyond, especially [specific achievements or ongoing contributions]. Your contributions have not only helped us achieve our goals but shown your commitment to the company's mission.

On behalf of the entire team, I want to thank you for your unwavering dedication and outstanding performance. We are fortunate to have you at [company name] and look forward to many more years of your valued contributions.

With sincere appreciation,

[your name]

[position]

[company name]

[contact information]

 

2. Employee Recognition Template For a New Employee

A welcome letter gives a little insight into what a new hire can expect in regard to your company culture and emphasizes the fact that employee recognition is a top priority.

Make it a habit to include a new employee appreciation letter as a part of your onboarding process, asking managers to write a quick note to their new supervisees.

Template

Dear [employee name],

Welcome to [company name]! We are thrilled to have you join our team and look forward to seeing the unique contributions you'll bring to our organization.

We have been impressed with your background in [specific skill/industry], particularly [a specific achievement or experience that stood out during the hiring process].

As you acclimate to your new position and team, we want to celebrate the unique strengths and qualities you bring to [company name]. Your ability to [strength or skill] will play a key role in [mention specific project or goal]. We're looking forward to the innovative ideas and fresh perspective you bring with you!

If you have any questions or need assistance, please don't hesitate to reach out. We're here to support you every step of the way.

Welcome to the team, [employee name]!

With appreciation,

[your name]

[position]

[company name]

[contact information]

 

3. Employee Recognition Template For Saying Goodbye to an Employee

Initially, the thought of recognizing employees as they leave your company may seem a little off-putting. However, as long as you're parting on good terms, this allows you to maintain a professional networking connection and leaves the door open for boomerang hires.

Studies have found that 28% of 'new hires' are actually employees who resigned within the past three years and are returning to their previous employer. Strong social ties make it much more likely that you can entice stellar employees to return to your organization.

Ultimately, final impressions tend to matter just as much as first impressions. Sincere recognition messages communicate that you value departing employees as individuals, not just cogs in your company machine.

Template

Dear [employee name],

As you prepare to embark on the next exciting chapter in your career, I wanted to express my appreciation for the invaluable contributions you made during your time with us at [company name]. Your dedication, talent, and positive attitude have left a lasting impact on our team and the entire organization.

From your first day, you have been a true asset. Your work on [specific project or responsibility] has been exemplary, especially [a very specific contribution]. Your [specific quality or skill] has significantly contributed to [your team/department/company's success].

Your departure will leave a void, but we are excited for you as you move on to new opportunities at [new company's name]. There's no doubt that you'll excel and continue to achieve great things.

Thank you for your hard work and commitment with us. You've made a difference, and you will be missed.

Best regards,

[your name]

[position]

[company name]

[contact information]

 

4. Employee Recognition Template For Contributions to a Major Project

The end of a major project is often accompanied by a sigh of relief. Before transitioning into the next project, this is the perfect time to reflect and identify key actions that helped the project go smoothly. Use a recognition letter to acknowledge employees whose efforts were key to your success.

Template

Dear [employee name],

I just wanted to thank you for your impressive work on the [client] project. Your dedication, hard work, and expertise played a critical role in the success of this major initiative.

From the start, your commitment to [specific aspects of the project] was evident. Your ability to [specific skill or quality] has significantly contributed to [positive outcome or impact of the project]. Specifically, [describe a key achievement or contribution], which has [explain the benefit or result].

Your work didn't just ensure we completed the project successfully, but set a new benchmark for excellence within our team. You've made a lasting impression, and we're fortunate to have you at [company same]. We look forward to seeing your continued success on future projects.

Once again, thank you for all of your outstanding work.

[your name]

[position]

[company name]

[contact information]

 

5. Employee Recognition Template For Outstanding Performance

This is the quintessential sample employee recognition letter that comes to mind when you think of praising employees: you did a good job, and now I want to thank you for your incredible work.

It may feel a bit cliché, but that doesn't diminish the value and power of such a letter. All you have to do is think of how you feel when you receive such praise. It validates the work you put in and encourages you to repeat that behavior in the future.

Template

Dear [employee name],

I want to express my heartfelt appreciation for your outstanding performance and exceptional contributions. Your recent work on [specific project or task] has been truly remarkable and has made a significant impact on our team and the company.

Your dedication, hard work, and [other positive behaviors] haven't gone unnoticed. Specifically, your efforts in [specific achievement or contribution] have [describe the impact; e.g., increased productivity, helped complete a tight deadline on short notice, supported other team members].

We are particularly impressed with how you [describe a specific instance or approach taken by the employee]. Your outstanding performance is a testament to your dependability and meticulous attention to detail.

On behalf of the entire team, I want to thank you for your exceptional work. I know it's just one of the many ways you drive our company forward.

My biggest thanks,

[your name]

[position]

[company name]

[contact information]

 

6. Employee Recognition Template For Actions that Embody Company Values

Despite their importance in guiding organizational culture and behavior, company values are often overlooked in the workplace. A focus on short-term objectives can sideline the long-term importance of your values, mission, and goals.

When you see behavior that aligns with your company's values, take the time to celebrate it and encourage that behavior for the future.

Template

Dear [employee name],

Our company values of [value, value, value] aren't just principles we follow when it's convenient-- they're a set of beliefs that guide all of our choices here at [company name]. Your commitment to [specific company value] has made an incredible difference in the work you do, and today we want to celebrate that.

During [specific time period], you have consistently demonstrated [specific actions that align with values]. These actions have contributed to [specific outcomes within the workplace], and they've set a powerful example for your colleagues.

One instance that stands out is [specific example or anecdote]. This effort perfectly reflects our value of [company value] and had a lasting positive effect on [specific impact].

I deeply appreciate your contributions and I'm proud to have you as part of our team at [company name]. Thank you for your outstanding performance and living out our core values in your work.

My sincerest thanks,

[your name]

[position]

[company name]

[contact information]

 

7. Employee Recognition Template To Recognize Leadership Qualities

You don't have to be a manager to be a leader. Some individuals are skilled in tactfully guiding others on their team to be more efficient, improve their communication, or navigate different opinions without conflict. If someone is stepping up to help their colleagues, let them know you see and appreciate their efforts. (And then consider if they're ready for a promotion.)

Template

Dear [employee name],

You've always been an incredible team member at [company name], but over the last [week/month/year] I have been blown away by the way you've demonstrated your leadership skills.

Your leadership during [mention specific project/task/period] has been especially impressive. Your ability to [specific skill or behavior] has set a high standard within the company. Not many people can do what you can.

Your commitment to [specific aspect] has not only contributed to the success of our projects but has helped to cultivate a more dynamic and motivated team.

I want to thank you for your dedication and hard work. Your leadership has made a lasting impact on your team and [company name] as a whole.

Best regards,

[your name]

[position]

[company name]

[contact information]

 

8. Employee Recognition Template For Outstanding Collaboration

Workplace collaboration is essential in propelling projects forward, but not everyone 'plays well with others.' When you notice an employee who goes the extra mile to foster team spirit or improves communication methods to improve efficiency, celebrate their collaborative efforts.

For especially meaningful recognition, include what team members have said about the employee's actions. Doing so encourages goodwill among colleagues and emphasizes the impact of their behavior.

Template

Dear [employee name],

I want to say a huge thank you for your outstanding collaboration and teamwork within [department/team] at [company name]. Your ability to work well with others has significantly contributed to our recent successes and greatly enhanced our team dynamic.

Your exceptional efforts in [specific project or task] have been especially noteworthy and deserve recognition. The way you share ideas, provide support, and foster open communication has [describe the positive outcome or impact]. One instance that blew me away was when you [mention a specific instance or contribution].

The way you [mention specific skill or behavior] has set a high standard for teamwork at [company name].

The [department/team] is better because you're in it. Your collaborative spirit and positive attitude have helped create a more inclusive and supportive work environment and contributed to a more positive workplace culture.

Once again, thank you for your exceptional teamwork and collaboration.

With my deepest appreciation,

[your name]

[position]

[company name]

[contact information]

 

9. Employee Recognition Template For the Thankless Tasks

Thankless tasks are those essential but often overlooked duties that contribute significantly to the smooth functioning of your workplace.

Showing appreciation for these efforts can boost morale and ultimately increase employee engagement. 72% of employees who would agree there is a strong culture of recognition within their workplace say that their work on the "little things" is often celebrated.

Here are some small and big jobs you might celebrate:

• Routine IT support like fixing tech issues
• Organizing and filing important documents
• Data entry
• Taking detailed notes during a meeting and distributing minutes promptly
• Organizing company events
• Filling in for an absent colleague

Many of these are a part of an employee's responsibilities, but that doesn't take away from the fact that recognition feels good. It reminds the employee that their efforts are noticed and their work matters.

Recognizing employees for thankless tasks is especially effective if they've gone above and beyond their basic duties, like staying late to ensure payroll is processed on time or negotiating a better price with a software provider.

Template

Dear [employee name],

Every [day/week/month] you [describe the action].

This task is crucial to our daily operations, but it can often go unnoticed and unappreciated. It's high time that your work [describe task] is recognized and celebrated, [employee name].

Your efforts have [describe the outcome/benefits of actions]. Your commitment to this essential duty doesn't go unnoticed, and I am incredibly grateful for your diligence and attention to detail.

Thank you for your exceptional work and for always going above and beyond to support our team. Your contributions are invaluable, and we're fortunate to have you as a part of the [company name] family.

My sincerest thanks,

[your name]

[position]

[company name]

[contact information]

 

Words to Describe an Employee

While we've made it clear where these employee recognition templates can be edited to specifically highlight an employee's strengths and achievements, you may need to make further changes to describe specific details about an individual and ensure you're sending truly meaningful messages.

Here are some words and phrases you might tie in to add a more personal touch to your employee recognition letter.

• Adaptable
• Ambitious
• Attentive
• Compassionate
• Confident
• Consistent
• Cooperative
• Creative
• Dependable
• Detail-oriented
• Diligent
• Enthusiastic
• Flexible
• Goal-oriented
• Imaginative
• Intuitive
• Observant
• Organized
• Passionate
• Perceptive
• Pioneering
• Proactive
• Punctual
• Reliable
• Resourceful
• Savvy
• Self-motivated
• Strategic thinker
• Tenacious
• Thorough
• Trustworthy
• Unwavering
• Upbeat
• Versatile
• Willing to learn

 

Set the Stage for Employee Recognition

Frequent employee recognition is critical in establishing a workplace culture that aligns with your organization's mission and values. In many cases, though, prioritizing employee recognition is easier said than done.

Using an online platform for your recognition program simplifies the recognition process and creates a straightforward avenue for both top-down and peer-to-peer appreciation. It allows you to recognize employees for their big and small efforts that contribute to the overall success of your company.

A recent study by Gallup, however, revealed that only 23% of employees work in an organization that has a system in place to celebrate work milestones.

Terryberry's comprehensive platform is designed to recognize and reward employees all in one place. It can be used for:

• Peer-to-peer recognition
• Manager-led recognition
• Social recognition
• Employee anniversaries
• Milestone awards

Employees can be awarded points to be redeemed in our extensive storefront, and you can order custom awards and jewelry to honor career celebrations and employee achievements.

It's intrinsic and extrinsic motivation all in a single platform.

We're ready to help you transform employee engagement using a proven recognition program. Schedule a demo today.