When employees are working for an organization, investing their time and mental efforts. Along with monetary compensation, it becomes important to let them know that their work is appreciated through an appreciation letter for a job done well. This is also called a recognition or thankyou letter. This is a way to increase employee engagement and to increase the happiness of employees. Such an appreciation letter also strengthens the team bond and bringing this into company culture benefits, all organizations as a whole.
If you are planning, to prepare an appreciation letter to employees, here is the guide that will help you.
- Format your letter
First, you need to see the reason behind writing an appreciation letter for your employee. If you are writing to thank the employee for more casual reasons then, you may just go with emailing it to the employee. But if the employee is being recognized for a more significant contribution to the organization, then a typed or handwritten would be more appropriate.
- Starting the Letter
To start the letter, put a date on the top left corner. Don’t forget to put the date because this makes the letter formal and it is an important component of the letter.
When you are writing for your employee then you should write, “Dear”, this depicts that you know the person.
- Main Body
You can start the main body with the reason why you are writing the letter, that is you can start with “I would like to formally and sincerely express my gratitude for the amazing work you accomplished..”. Mention why they are being appreciated. And it is advised that you should give the details and specific information to the. Explain the importance of the action for which they are appreciated, and why this action was important for the organization.
- Explaining their Behavior
Before you end the letter, include a line or two, describing their behavior which is impressive. In this way, you will be promoting the desired behavior of the employee.
- End the letter
To end the letter, add a few lines about the plans for the employee’s future in the organization, This way you can further establish a strong and long term relationship with the employee.
For a signature you can use “Sincerely”, under it, you should mention your ‘Full Name’, ‘Your job title’, and the ‘organization’s name’.
This was the guide, that will help you prepare a good formal appreciation letter, that you need to send to your employee. An appreciation letter ensures that the employees feel that their hard work is paying off. Such recognition helps in intrinsic motivation that is really important for an employee’s work life. To double-check the letter you can read it aloud, or can ask other teams to look for the errors and correct it. After this last step, it is good to go to be sent to the concerned employee.