Appreciation Letter: How to Thank Employees for Good Work
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Employees are a valuable asset of an organization. Yet, only 22% of employees receive effective and timely recognition. This finding makes appreciation and other recognition letters even more important. Subsequently, it also makes it necessary for employers to know the appreciation letter format.
An appreciation letter is a semi-formal letter that acknowledges the recent contributions of an employee. Therefore, a well-written appreciation letter can boost morale and improve employee engagement.
In this guide, we have compiled some trending appreciation letter templates for 2025, and we will also cover the right appreciation letter format to follow.
Appreciation Letter Template
This is a general appreciation letter format. As mentioned, this letter is semi-formal, which helps companies make changes, even to their structure. However, it is advisable to start with appreciation, followed by impact, and a thank-you note.
Subject: Appreciation for your contribution to the success of our email marketing campaign
Dear (employee’s name),
I genuinely appreciate your tireless efforts and creativity in executing our email marketing strategy. It is with a sense of joy and pride that I would like to inform you that our latest email marketing campaign has generated (mention leads or conversion rates).
From your first day at (company name) to now, you have been reliable, persistent, and creative in your work. Especially, our last three marketing campaigns have yielded (mention the percentage) a growth for the organization under your watchful leadership. I assure you that you will get a tangible appreciation in the form of a salary increment in the upcoming revisions.
We are really proud of you and thank you for your service to (company name).
Your’s in gratitude,
(Your name).
(Your handwritten signature)
Sample Appreciation Letter Templates (Trending in 2025)
These sample letters of gratitude and appreciation cover almost all the important categories, and each template can be used for a specific appreciation letter format.
Sample 1: Appreciation Letter to Employees for Good Work
Appreciating employees for their good work with a thank-you letter can encourage them and make them feel valued.
Subject: Appreciation for your outstanding work (mention a specific project if applicable).
Dear (employee’s name),
I would like to take a moment to appreciate your outstanding performance at the recent get-together event. You made our clients and employees feel relaxed, and I also enjoyed the event a lot.
The event would not have been as successful as it was without your outstanding efforts. You did very well in scheduling the exhibition of our recent products, considering the time constraints.
Once again, I would like to thank you for organizing an unforgettable event.
Genuine regards,
(Your name)
Sample 2: Performance Recognition Template
Recognizing an employee’s performance with a letter of appreciation can go a long way, as the recognition would make employees feel more confident about their recent performance. Subsequently, the employee would try to perform even better.
Subject: Letter of appreciation for performance recognition
Dear (employee’s name),
The leadership genuinely appreciates your recent performance! Particularly, in (mention a specific project like executing a content calendar or any other examples). I assure you that your recent performance hasn’t gone unnoticed, and you will be suitably rewarded with a bonus on your next payday.
In fact, I have been noticing significant improvement in your performance from the last three quarterly performance appraisals.
I truly appreciate your journey with us and hope that you continue to perform with the same enthusiasm and a hunger to learn.
Best,
(Your name)
Sample 3: Thank You Letter for Service Anniversary Acknowledgment
Showing your appreciation through a gratitude letter can make a difference in retaining employees.
Dear (employee’s name),
I would like to take a moment and reflect on 10 years of your service to (company name). You have been one of the few constants for this organization in times of challenges as well as success.
From your very first day in this organization, you have been dedicated and loyal to (company name). Your journey inspires both senior and junior employees. From starting with this organization as an entry-level hire to becoming a CHRO is remarkable. Particularly, your unwavering commitment to care for the well-being of our employees was one of a kind.
Also, we have organized an event to celebrate your 10th anniversary in the cafeteria.
Thank you for your service to this organization!
Your’s truly,
(your name).
Sample 4: Teacher Thank You Letter Template
Sending a thank-you note to teachers can make them realize their importance to your organization.
Dear (teacher’s name),
It is the end of another successful year at our organization, and I would like to take a moment to appreciate your notable contributions to (school’s name). Your rapport with the students could be seen on your very first day with us. Your modern approach towards teaching students has challenged our views and improved our teaching practices.
Also, we have organized a gathering in our main hall to appreciate all our teachers at the end of the year. I hope to meet you there at (mention the time of the event) along with other teachers.
Your’s sincerely,
(Your name)
Sample 5: Client Thank You Letter Template in Email
Thanking your client with an email is standard etiquette, and you should follow it to acknowledge your client’s efforts. The appreciation letter format remains the same, but you would need to focus more on the deals/projects of your client.
Dear (name of the CEO/other senior managers of your client),
We, at (your company’s name), truly appreciate your valuable contributions (mention the specifics, such as M&A or other negotiations). Your cooperation in (mention specific projects) has enabled us to achieve (mention growth percentage or any other achievements)
We hope to continue our mutually beneficial relationship with (mention the client’s name, such as Green Enterprise Inc., etc.)
Warm regards,
(Your name)
Pro tip: Send personalized letters with advanced softwares. Softwares like factoHR allow you to send personalized letters to employees. In addition, you can also analyse their moods and engage with them more effectively with an AI-powered chatbot.
Why Appreciation Letters Matter for Your Organization?
There are four reasons why appreciation letters are important for an organization. –
- Boost morale is a well-written letter of appreciation that helps boost morale and employee engagement, as employees feel more valued and connect with the organization.
- Strengthens professional and personal relationshipsSuch a letter also improves personal and professional relationships, as the employee connects with the manager as well as the organization.
- Encourages loyalty and helps in retention. 65% of employees would not have changed jobs if they had received timely and effective recognition. So, organizations can retain top talent by sending gratitude letters as a form of recognition.
- Leaves a lasting impression. A thank-you note can leave a lasting impression on clients, donors, and employees. For example, clients and donors would appreciate it if you recognized their contributions to your organization.
What Should be Included as a Part of the Appreciation Letter Format?
As mentioned, an appreciation letter is a semi-formal letter. Here are a few things you can include to make your appreciation letter format:
- Projects or achievements: Focus on any significant projects or achievements when appreciating an employee. Mentioning the projects makes the letter more personalized.
- Impact: Also, include the overall impact of the employee’s contribution. For example, growth percentage and client impressions.
- Personal point of view: Mention the impact from your personal point of view as well. It helps build a personal connection with the employee.
- Recipient’s details: Include the recipient’s details, such as email address, and check them before sending.
- Pictures or videos: Include related pictures and videos to an event or an employee’s success.
How to Write an Appreciation Letter? (Step by Step)
Here is a five-step process for writing a thank-you letter to your employees –
- Format the letter: Use the above shown appreciation letter format and include the specific details.
- Focus on the skills: Focus on specific skills, such as collaboration or domain expertise, while mentioning an employee’s achievements.
- Be excited about the future: It is important that the tone of your letter is uplifting and shows a positive outlook for the times ahead.
- Be sincere: This is the most important thing to consider when writing a letter of appreciation because sincerity makes the real difference.
- Proofread and edit: As a leader, you need to lead by example. Proofread and edit the letter for any grammatical errors or tone issues.
Do’s and Don’ Ts when Drafting a Letter of Appreciation
You saw that there are several things to consider when writing a thank-you letter. However, there are also things that you should avoid when writing an appreciation letter. For example, the letter should not be unnecessarily formal, but should convey the larger organizational impact in a somewhat formal tone. Here are similar dos and don’ts, and we have provided them in a table so that you can read the differences easily.
| Do’s | Don’ts |
|---|---|
| Be clear and sincere | Be vague or generic |
| Use simple everyday words | Use complex technical jargon |
| Keep messages short and concise | Write overly lengthy letters |
| Personalize for each employee | Copy-paste from templates |
| Show timely, genuine gratitude | Delay sending the letter |
When To Send An Appreciation Letter?
You can send an appreciation letter for five occasions.
- To recognize performance, you should send a letter to recognize the recent performance of an employee. Such recognition policies improve an employee’s productivity.
- Acknowledging contributions. You should also send a special letter of appreciation when you want to acknowledge any particular contributions.
- Celebrating birthdays or service anniversaries. Sending a gratitude letter on a birthday or anniversary can also make a difference.
- Year-end appreciation. You should look back at the year and appreciate employee contributions with an end-of-year appreciation as well.
- When appreciating clients/donors. Sending a thank-you note to your clients/donors helps maintain a professional and personal relationship.
However, you can also send appreciation letters for other purposes as well, such as appreciation letters for being yourself or a thank-you note to teachers.
Conclusion
Appreciation letters can be very important tools for recognizing and appreciating employee contributions. Also, they help build personal and professional relationships. Remember that recognizing employee contributions is necessary, as it improves your relationship with your employees. Follow the standard appreciation letter format when drafting a letter, as it can help you draft your own letter of appreciation.
In fact, employees who receive recognition are 5 times more likely to be engaged, and factoHR can be your go-to solution for recognizing employees. It offers an array of advanced features like 360-degree feedback and customized appreciation letters. See us in action today!
What is an Appreciation Message?
Appreciation Message is a message that appreciates an employee’s or client’s recent contributions to your organization. Such a message is written to recognize the efforts of all stakeholders within your organization.
How to Write a Professional Thank You Message for Appreciation?
You can write a professional message of recognition as an appreciation letter. Include the specifics, focus on personalizing it, and remember to include pictures and videos for more impact. Also, follow the appreciation letter format to improve the structure and clarity of your letter.
What do You Write in a Letter of Appreciation?
Here are a few ideas for your appreciation letter format –
1. Skills and achievements. Mention specific skills and achievements of an employee. Mention deals and contributions if you are writing for a client.
2. Write a note that conveys your heartfelt appreciation.
3. Write about “the times ahead” and look forward to the future with an uplifting tone.
Should Appreciation Letters be Part of Regular HR Practices?
Yes, letters of appreciation should be a regular part of HR practices. These letters improve employee engagement and retention by recognizing them. They also make employees feel valued.
What are some Situations Where an Appreciation Message is Appropriate?
You should write an employee recognition letter to an employee who has completed a certain number of years of service. You should also send such a letter to recognize performance and thank them for their special contributions or projects.
Should I Follow up after Sending an Appreciation Letter?
Yes because, It is possible that your appreciation mail might be in the spam or junk folder. In such a case, the recipient would not have received it. It is best to follow up with the recipient by meeting with them or making a call.
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