How to Write a Letter of Recognition

Receiving a letter of recognition can boost an employee's morale.

Exceptional work deserves recognition. If an employee consistently exceeds expectations, writing a letter of recognition for this hard-working individual can benefit him or her in several ways. A letter of recommendation from the boss can improve the employee's morale and may be used to gain future employment. A client may also write a letter of recognition to ensure the supervisor knows what a great job the employee is doing. Writing an effective letter of recognition involves following a professional format and giving positive feedback.

Instructions

1. List on a separate sheet of paper what you would like to recognize in the letter. Examples include a positive attitude, extra effort, completing a project ahead of schedule or contributing a creative idea that made a measurable impact. Recognize only those behaviors that you would like to encourage others to display in the workplace.

2. Properly address the letter. If you are writing on behalf of a client or colleague, then formally address the employee's immediate superior or company. If you are an employer or supervisor writing a letter for an employee, use an appropriate greeting. "Mr." or "Ms." may be appropriate in a larger, more conservative company, while a first-name greeting may be more appropriate in a smaller or less formal company.

3. Write the introduction. The first sentence should state the purpose of the letter, which is to recognize the individual's efforts and show appreciation. The remaining sentences in the introduction should focus on the degree to which you have been working with or observing the employee.

4. Develop the body of the letter. Explain exactly why this person is being recognized and use specific examples to support your recommendation. Avoid lengthy explanation and select the most impressive or representative examples. If there is more than one reason this person deserves recognition, separate each point into a new paragraph.

5. Write the conclusion and give any specific recommendations you may have for the employee. Explain that you hope to see this behavior continued and list the potential beneficial results of the employee's hard work (such as a promotion or more clients). Make sure to thank the employee if they will be reading the letter.

6. Proofread your letter for errors and print it onto company letterhead. A hard copy will be useful for the employee's records. Hand-sign the letter to make it more personal.

References

• Writing Help Central: Recognition Letter
• Box Free Concepts: Letter of Recommendation Guide