How to Write the Perfect Appreciation Letter
Employee recognition is a non-monetary acknowledgment given to employees whose performance is above what's required of them. A personal, handwritten letter from a company's executive officer is an ideal way to recognize an employee who adds value to the company's overall success. Employee recognition -- in a personal letter from executive leadership -- says thank you to employees who embody corporate philosophy, policies and practices. A letter of appreciation from a high-level executive also makes a grand statement about the company's willingness to reach out to employees and demonstrate appreciation for its human capital.
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Instructions
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Obtain information about the employee's work history, performance appraisals, commendations, tenure, position and past awards. This includes reviewing the employee's personnel file and discussing the employee's performance with her supervisor or manager. Writing an appreciation letter for a specific purpose also requires that you gather information about the event that inspires the company's appreciation. An employee appreciation letter addresses a specific incident the employee handled appropriately or it can showcase the employee's level of high performance over an extended period.
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Draft the letter using a word processing application to ensure accuracy and completeness. Prepare the letter format as you would for any other business communication. This letter will be placed in the employee's personnel file, therefore, it should be in the proper format and form for a standard business letter. Use the first paragraph to say "thank you" and describe the employee's performance or the specific incident on which you base the company's appreciation. The second paragraph should briefly state the company's philosophy and how the employee's actions or performance exemplify the organization's philosophy, mission and values.
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Refer to the employee's personnel file again to further personalize the appreciation letter. Mention his year-round outstanding performance or the fact that the specific incident is an illustration of his actions above and beyond his typically high performance. Use the final paragraph to reiterate the organization's appreciation as well as that from department leaders, colleagues and human resources.
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Print the letter and review it with the employee's manager and the human resources department to ensure you have adequately conveyed the company's appreciation and gratitude. If warranted, prepare a cash award or bonus to accompany the letter. Employee recognition, particularly an appreciation letter, is best done publicly. Schedule a time to present the letter and award during an all-staff conference or department meeting where the employee can enjoy being recognized in front his peers, colleagues and other company leaders.
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