Taking the Extra Step by Sending Thank You or Appreciation Letters to Employees
A company can only hope to succeed when all its employees are working together towards a common goal. But, getting your employees together and motivating them to reach your company’s goal is not as easy as you say it.
Think back to the time when you worked on a group project in school. At least one or two kids in your group are bound to feel relatively left out. Even in such a small group, it is hard to make everyone feel involved.
And, if that’s hard, imagine making hundreds of employees feel involved in achieving the company’s goal. The only way to impact your employees so profoundly is to make them feel acknowledged and valued at their workplace.
There are many ways to do this. Most companies prefer to take a monetary approach to reward the top performers. But, not everyone can be the employee of the month. By the end of the day, you need a group of individuals who work together to accomplish your business goals.
So, what can companies do to make their hard-working employees know that their efforts are appreciated? The answer is simple – you say “thank you” to them. But what is the best way to do that?
An appreciation letter to employees is the practice that is often considered an office etiquette for conveying a company’s gratitude.
So, how can you write a thank you letter to employees for their hard work? What are the makings of a reasonable appreciation letter to employees? And, why is it important?
You will find the answers to these questions as you read on. We will also provide you with some examples of letters of appreciation. In short, we will provide you with a complete guide to creating an effective letter of recognition for outstanding performance.
What Is An Appreciation Letter?
An appreciation or thank you letter to employees is a formal message from an employer to appreciate the former’s efforts. The letter must contain a genuine and personalized message that specifically states the employee’s contribution to the organization.
Your letter thanking staff for their hard work can be in different formats. Usually, they are printed or handwritten, but sometimes they can also be written in an email format. However, it is best not to use an email to send a thank you letter for hard work to staff.
Why? Because email feels somewhat cold and lacks the personal touch that a feasible letter can provide you. In other words, you could say that a handwritten or printed appreciation letter to an employee has a better chance of boosting their morale.
Handwritten thank you letters are often the most appreciated form due to their personalized nature. However, handwritten letters are not very practical, especially if your company consists of hundreds of employees. On the other hand, printed letters are easy to make and can even be automated if needed.
To collect feedback and measure performance to improve employee development, customer satisfaction, student progress, and teaching and training programs, evaluation forms are a great way”.
8 Sample Employee Recognition Letter For Hard Work
There are several instances or situations that warrant an appreciation letter to employees. You must be aware of these situations. The reason? Well, because you don’t want to miss out on an opportunity to send a thank you letter and motivate your employees.
So, here are eight situations where you can send your employees a thank you letter and show how much you appreciate their efforts.
Sample 1: Showing Appreciation For Employees’ Hard Work And Dedication
The appreciation letter for an employee’s hard work and dedication is used by most employers. Although typical, this type of thank you letter is vital for your business.
Finding hard-working individuals dedicated to your company is hard to find, and you must make every effort to keep them.
A thank you letter for hard work to staff should look something like this:
On behalf of the entire team of < company name >, I would like to express that we appreciate and admire your phenomenal efforts in the workplace. We are impressed at how well you have managed your work and grown in your years working with us. All the extra hours you put into your job, and your professionalism have motivated the entire team.
As a company, we have always made it a point to make every project we undertake a great success. You have helped achieve our vision, and we hope you will keep going that extra mile for us.
Thank you again for all that you do.
Sample 2: Applauding Your Employees For a Job Well Done
Sometimes hearing the words “You did a good job” straight from the senior’s mouth is all the encouragement an employee needs. However, more detailed praise almost always does more to boost employee morale.
Here is how you can congratulate an employee for a job well done:
I want to let you know that we are thoroughly impressed with your recent performance and your fantastic job on the < name > project. Thanks to your efforts, we were able to achieve our goals without any delays.
The ability you showed in training your team members and helping them familiarize themselves with the new tools has significantly helped the project. I am sure your team feels the same way about your leadership.
It is a pleasure for us to reward you with a week’s holiday to be taken at your convenience. I would also like to say that this is in addition to the salary increase due to your subsequent evaluation. You are an essential part of our company, and we hope you continue to inspire others with your work.
Keep up the excellent work, and thanks once again!
Cc: HR department
Sample 3: Commending on An Employee’s Leadership Qualities
Leadership is not an easy quality to come by, and a good leader can deliver even the toughest of projects on time. Therefore, if you find good leadership qualities in one of your employees, you should make it a point to appreciate them.
Team leaders and others who hold similar positions requiring leadership should feel valued for the effort they pour into their jobs. However, it can sometimes be rough to articulate and show your appreciation for leadership roles.
Use the example below to understand how you can write a thank you letter for hard work to staff holding leadership positions.
I wanted to let you know that we are so proud of the ability you have shown in leading your team on the < name > project. Several of your team members have personally commented on how you guided and supported them throughout the project.
We have also noticed that you have never missed a deadline regardless of the complications in the project. Your team holds you in high regard, and they are confident in your ability to lead them. I assure you that your efforts will not go unrewarded.
Once again, I thank you for all the hard work you have done for the company and your dedication to delivering quality results.
Sample 4: Showing Appreciation For The Help From Employees
When it comes to running a business, even the most minor help can go a long way and every effort matters. Even a simple email you send with a good intention of showing appreciation for employee help can have surprising effects.
Consider the following example sample thank you letter for employees’ hard work.
I want to thank you for being proactive in organizing the meeting with our clients last week. You were quick to think on your feet and calm down the client to avoid an escalation. It was awe-inspiring how you made everyone feel relaxed, and I am glad to say that even the client felt the same way.
It was gratifying to see you make a positive impression on the client and take ownership of the issue at hand. We are delighted to know that you are working hard for our company’s success.
You have always made it a priority to help your colleagues in need. I would like to let you know that your efforts did not go unnoticed. The passion you show toward your work and those around you positively impact the whole team.
Thank you for all that you do, and keep up the excellent work.
Note: You can copy this template and send it right away. Or, you can use rewording tool to paraphrase and further enhance the content of this appreciation letter.
Sample 5: Showing Appreciation To Your Proactive Salespersons
For most organizations, the star department is the sales department as they are the ones who bring in all the money. Hence, it is only natural for businesses to want their sales team to keep up good morale, and thank you letters can help you do that.
You should always take a small portion of your time to ensure that the labor of your sales team is well-appreciated.
Take the following example to see how you can write an appreciation letter for your sales department.
I am writing to inform you that we’ve received the sales progress report that you submitted and we are pleased with the results.
We are charmed by your outstanding sales performance in this quarter. The professionalism and commitment you show are an inspiration to everyone around you. The unconventional approach you take has also helped our brand name stand out from the rest.
You have gone above and beyond the call of duty and delivered admirable results. Thank you again for being a part of our company’s success journey.
Sample 6: Thanking Your Employees For Covering The Absence of a Colleague
At some point, you will have to delegate the responsibilities of an employee in their absence. Maybe they are on a week-long holiday or maternity leave or something else altogether. Regardless of their reason for absence, you would still need to find someone to fill in their role.
It is only a sensible thing to thank whichever person takes up the additional workload and responsibility. Expressing your gratitude in such situations can help you build a more robust relationship with your employees.
Take the following example to understand how to write such thank you letters.
I want to thank you for all the extra effort in your day-to-day tasks ever since Victor went on his vacation. You are well deserved to receive a token of appreciation for all the hard work and extra hours you put in.
We know that you already have your plates filled, and managing someone else’s work can’t be easy. However, you have still managed to deliver everything asked of you without any delays. Employees like you make our company what it is, and we are proud of you.
Thanks again, and we hope that you will keep up the excellent work!
Sample 7: Recognizing An Employee’s Years-Long Services To Your Company
Veteran employees can contribute a great deal to an organization’s work culture. Such employees are a testimony to how well your company treats its employees. You may even say that they are an integral part of your brand positioning.
Hence, it is clear why you need to send thank you letters to your long-term employees for their continued trust in your company. Acknowledging and rewarding longer tenures will also help you motivate other skillful employees to stay with your company.
An appreciation letter you send to your veteran employees should look something like this:
I want to congratulate you personally for completing your tenth year with < company name >. It is a pleasure working with you. I can not express how grateful we are to have such dedicated personnel and the faith you put in our company.
I want to take this opportunity to tell you that all your hard work never went unnoticed. We are grateful for all you have done for the company. Without the sacrifices you have made for the company, we couldn’t have grown into what we are today.
Thank you again for all you have done and everything you keep doing every day to help us grow.
Sample 8: Giving a Mental Booster To Your Employees At The End Of The Year
The end of the year is a big deal for everyone, and the same goes for your employees. It would be a good idea for you to take this opportunity to thank them for their efforts throughout the year. Your employees work hard throughout the year, and their hard work is not always noticed and appreciated.
Therefore, the year-end time offers a perfect chance for you to assess their performance and reward them accordingly. Make sure that you write a heartfelt thanks at the end of the year. It can help your employees look back at how far they have come and realize all they have achieved in the past year.
The year-end appreciation letter should look something like the following.
Another year has come to an end, and it is finally that time of the year when we fondly take a look back to the past 12 months. I convey my gratitude on behalf of < company name > for your hard work and invaluable contributions to the company.
I am excited to let you know that this year has been good for our company. We have achieved impressive business goals and made our mark across our industry despite the heavy competition. Furthermore, we were able to face all the challenges and come out stronger than ever.
Your contributions have played an important role in achieving all our goals, and I’m sure we will keep doing it in the future.
Thank you once again for the dedication and hard work you show in helping us grow as a company.
I wish you all the best and a happy new year filled with even more success and happiness.
Also Read: Send Year-End Thank You Message to Customers
What are the Makings of a Thank You Letter to Staff for Hard Work?
We know that receiving an appreciation letter can significantly motivate your employees to work harder. But, how do you make sure that the thank you letter you send will have the desired effect on your employees?
Three things make up an excellent appreciation letter to employees, and they are:
Always keep these three things in mind when writing a thank you letter to your employees. When writing a thank you letter, you must ensure that your message sounds genuine to the employee. Sounding like a bot is the last thing you want for your thank-you notes.
How would you feel if a friend wrote you a beautifully worded letter but instead of using your name they addressed you as “my friend” or “Dear Candidate”? Then you start to notice the letter itself sounds too generic even though it’s written well.
You will naturally conclude the letter is a generic one. More importantly, you will realize that you are just one among many who got the EXACT SAME letter. In this case, you will not feel special or even appreciated. Such letters will remain letters and nothing more. Here’s what you can do to enhance the outcome of your thank you letters:
Include Specifics of The Employee Role
Personalization is the key to making an impactful appreciation letter to employees. Although you may use a template for writing the appreciation letter, it’s not enough that you simply switch the names for everyone. An efficient practice you can follow is to include specifics about their role in the organization.
Mention Individual Contributions
Another effective practice you can follow when writing the thank you letter is to mention the employee’s contributions. Keep in mind that your employees went above and beyond their call of duty for the company. Hence, it is only fair that you reciprocate their effort with your own by personalizing your appreciation letter.
Perhaps the most critical part of an appreciation letter is to recognize an employee’s efforts. Recognizing their efforts shows that you noticed their work and that such actions will not be ignored.
Thanking a Contribution is Different From Recognizing Effort
Many people confuse thanking someone for their contributions with recognizing their effort. However, they are not the same. Expressing gratitude for an outcome is a big plus. But, identifying how and why the employee was able to reach that outcome is even more critical.
For example, let’s say that an employee was proactive enough to get the help of a team that works parallel to their team. Recognize how that particular employee was proactive in working with the other team to deliver a better result. Such recognition will validate their actions and motivate them.
Your appreciation letter may not have the desired effect if you forget to encourage the employee’s efforts. In many cases, the encouragement part is omitted by choice rather than by accident. You might wonder, “Why would an employer hesitate to promote good behavior from their employees?”
Many seem to think that thank you letters may distract the employee from recognizing other areas of their work that need improvements. However, a well-crafted thank-you note can convey all you need to tell, including the scope for improvement.
Communicating The Room For Improvements
Communicating that there is still room for improvement in the appreciation letter to employees is easy. You don’t have to go into the specifics of how or where the improvements are needed. Use a simple statement like “We expect greater things from in the future” at the end.
A statement like this implies that there is scope for improvements while also saying that the employee can accomplish it. Using such statements shows that you believe in your employee’s abilities, which can motivate them to perform better.
Why Is an Employee Appreciation Letter Important?
Employee appreciation, in general, is one of the essential steps you must take for the long-term growth of your business. Appreciating your employees is a way to encourage them for better outcomes, but they are not the only ones to gain from it.
Businesses or employers are also able to reap the rewards of employee appreciation. How? The answer to that question is a bit more complex than you might think and is best understood through examples.
However, the basics of employee appreciation are not so hard to understand. You know that your employees want to be appreciated for the work they do. (Who wouldn’t?) Now, the question is, what is the best way to show employee appreciation?
For that, the answer is easy – an employee appreciation letter. There are several reasons why letters, especially, tangible ones, are ideal for employee appreciation. Some of these reasons are listed below.
They Are Tangible And More Personal
Speaking to your employees and telling them how much you appreciate their efforts is good, but it is not necessarily memorable. Additionally, whether the employee feels appreciated when spoken to in person depends entirely on how articulate the speaker is.
It is why a plain old thank you letter to employees for hard work is the best way to convey your gratitude effectively. Although you could use email to accomplish the same, they are not tangible. The personal touch and concrete nature of thank you letters generate the desired effect on the recipient.
They Can Be Sent In Bulk To All Your Employees
The thing about employee appreciation is that the more people you thank, the greater your chances are of boosting workplace morale. Recognizing the effort made by each employee can be tricky, and there is always a chance of missing someone.
For example, consider the year-end thank-you letters that business organizations send their employees. More often than not, this type of mailer is sent to every employee in the company. You can simply use an automated direct mail tool like PostGrid to print and deliver an appreciation letter to every employee.
They Are Ideal For Promoting Organizational Culture And Employee Morale
When you reward an employee for their excellent work behavior, the chances are that the employee will repeat such behavior. It means you can promote a good work culture by simply showing basic appreciation for your employees and the work they do.
An appreciation letter is also ideal for boosting employee morale. The tangible nature of thank you letters and a hint of personal touch connect with the employees on an emotional level. All you need to do is develop a personalized message that shows just how much you care about them.
They Help You Achieve a Significantly Lower Voluntary Turnover Rate
For the consistent growth of a company, you need a pool of talent that also stays relatively consistent. You can’t hope to grow your business with your talented employees constantly leaving the company for better opportunities.
The voluntary turnover rate indicates how many employees willingly leave a company within a specified period. According to New Bersin & Associates Research, companies have a 31% lower voluntary turnover rate if they use a good employee recognition program.
Monetary or Other Benefits Alone Is Not Enough To Feel Valued
A common misconception among employers is that monetary or other benefits are enough to make an employee feel valued. There is no doubt that financial benefits and paid holidays and so on help you boost employee morale.
However, benefits alone are not enough. Your employees need to know that you notice the hard work and dedication they put into their work. With a thank you letter to staff for hard work, you can convey how much you appreciate their work. You can also include specifics that prove to your employees that you notice their invaluable efforts.
How Can You Effectively Communicate Your Appreciation?
Communicating your appreciation for your employees and the hard work they do is not nearly as easy as it sounds. As mentioned above, you need to be genuine when trying to express gratitude for a job well done by an employee.
To accomplish this, you can personalize each appreciation letter and state specifics of the employee’s achievements. However, that’s not all you can do. Listed below are some of the ways you can ensure effective communication through thank-you letters.
Be Mindful of The Medium You Use
The medium you use for conveying your appreciation can have a significant effect on your employee appreciation program. You need to verbally communicate how well a job an employee is doing from their senior staff. But that alone is not enough.
However, verbal communication is not nearly enough when it comes to employee appreciation. Use a written medium like personalized direct mail to convey your gratitude. Although you may also use emails, your best option is to use physical mail. They are often considered thoughtful and more personal by the recipient.
Focus On The Employee And Not The Employer-Employee Relationship
A common mistake the employer makes when writing an appreciation letter is to emphasize the employer-employee relationship. Instead, they should be focusing all their attention on the employee and their achievement.
The key to an effective employee appreciation letter is to make them feel special as members of your company. So, instead of going on and on about how their work can mutually benefit you and them. Use a more focused approach on the employee to make them feel valued.
Always Keep The Three Major Aspects In Mind – Personalization, Recognition, And Encouragement
As we have discussed above, three aspects make up an effective appreciation letter, and they are:
You need to keep these three factors in mind always before drafting an appreciation letter. As long as you stick to three aspects, it is hard for your thank you message to go wrong.
Be Aware of The Tone of Your Letter
The tone of your letter is another aspect that can decide how the recipient perceives your appreciation letter. Make sure the style of your letter should be one that can awaken a feeling of worthiness in the recipient. A simple “thank you” note can not possibly do that. So take your time to come up with an original message that can connect with the user.
Use PostGrid’s Automated Direct Mail System To Send Appreciation Letters
We know that the best medium for sending a thank you for your hard work letter to employees is printed mail. However, printing mail and having it delivered to your employees can be problematic as there are a lot of processes involved.
You need to personalize the appreciation letter, print it, and then deliver it to the employees. It gets significantly more complex if yours is a large company dealing with high numbers of direct mail. The same goes for sending thank you letters for New Year, as appreciation letters are shipped in bulk during this time.
An automated system like PostGrid can help automate every aspect of the process involved in sending appreciation letters. It includes personalization, printing, and delivery of the mail. You can also use the address verification API to ensure the deliverability of addresses in bulk.
Sending a thank you letter to employees for their hard work can greatly impact employee morale. It lets your employees feel valued and appreciated by your business organization. Happy employees are likely to produce better quality work, and your business can benefit from it.
However, creating and sending thank you letters to employees regularly can be quite a handful. Manually sending year-end thank-you notes or sending them to a large number of employees is not easy. The best approach you can take is to employ an automated direct mail solution like PostGrid.
Using PostGrid’s system, you can easily send the appreciation letter in bulk. You can personalize, print, and deliver thank-you notes to your employees. The examples of letters of appreciation we discussed above can help you develop your unique appreciation letter templates.
With PosrGrid, you can build from scratch or use their pre-designed templates and personalize them to connect better with the recipients. You can even schedule thank you letters to be sent to the employees. For example, you can set the PostGrid system to send a thank you letter whenever an employee completes a year at your company.
In short, PostGrid can save you valuable time, money, and resources!