How to Write Employee Recognition Messages (with Examples)

Employee recognition messages are cards, letters, emails, and documents sent to an employee to acknowledge their contribution to the organization's welfare.

There may be a broad range of reasons for sending a recognition message, such as completing a difficult task, accomplishments and outstanding performances, working over hours in hard times, volunteering, service anniversary, and others. However, its purpose is to show your appreciation and gratitude by reminding employees that their efforts are noticed.

Why does Employee Recognition Matter?

Employee recognition motivates people to be more responsible and involved. It's a simple way to individualize them and express your appreciation directly. And it's essential to do this because people who feel they don't matter in the eyes of the company will soon look for another job. Therefore, sending an encouraging recognition message at the right time improves turnover. Instead of investing in hiring campaigns, you should invest in employee recognition projects.

Employee recognition is also a way of thanking people for their effort and commitment during hard times. If you expect your employees to work overtime, volunteer, or cover for an absent colleague, you should find a way to acknowledge their contribution. Otherwise, their engagement will decrease over time, and next time you face a crisis, no one will be willing to help. Employee recognition increases loyalty and camaraderie and unites people in front of adversities.

Many companies use peer-to-peer recognition programs because they create stronger relationships between employees. Instead of receiving a thank you letter from their superior; people receive letters from their colleagues and peers. It creates a happy work environment, and a happy work environment keeps employees happy and makes it harder for them to leave the team.

Companies with recognition programs highly effective at improving employee engagement have 31 percent lower voluntary turnover than their peers with ineffective recognition programs. Bersin by Deloitte Study


Top 5 Benefits of Sending Employee Recognition Messages

If you want to measure the importance of employee recognition, you should look at the following quantifiable benefits. They help you get an idea of how a simple employee recognition culture impacts the development of your company:

  1. A positive impact on financial results – When employees feel appreciated and respected, their performance improves. They are more responsible, creative, and hard-working. All of these translate into increased productivity and higher product quality. As a result, the organization will be more profitable.
  2. A positive impact on employee engagement – A recognition message sent at the right time (e.g., work anniversary) lets people know you care about them. In return, they will care about the company. In companies with recognition programs, employees are more willing to work overtime, tackle demanding tasks, or engage in challenging projects. They will give their heart and soul for the welfare of the organization. Recognition programs win people's trust and make them feel better about themselves and their jobs.
  3. Lower turnover (including volunteers and collaborators) – Not feeling appreciated is one of the main reasons employees leave their jobs. It also applies to volunteers and collaborators. Therefore, companies with a strong employee recognition culture and program have better turnover rates. Furthermore, they find new employees and collaborators easier, even if they pay the same or less than the competition.
  4. Lower frustration levels, happier and healthier employees – The welfare of the employees is crucial for the company. When people feel acknowledged and respected, their life-work balance improves. They are less stressed and calmer. As a result, they will engage in fewer work conflicts, develop better relationships with their colleagues, and find fewer reasons to miss work. If you invest in recognition, you will notice decreased absenteeism, better leave planning, and smoother HR processes.
  5. A positive impact on customer satisfaction – A happy and healthy employee means a happy customer. People who feel appreciated are more likely to care for their job and the products and services they provide. The improvement in product and service quality will attract new clients. The good energy of the employees will create a better experience for the customer. And don't forget that happy customers = satisfied employees.


What Words to Include in an Employee Recognition Letter?

Just as you wouldn't write a birthday message without saying Happy Birthday, a recognition letter includes a few keywords.

First, and the most important, is to include the addressee's name and title. It should be very clear to whom you are sending the message. You should also mention your name and position within the company. If you speak on behalf of a larger group (e.g., a team, department, etc.), you should mention it in the message.

An employee recognition letter should also include the words "you" and "I/we". It makes the letter more personal and relevant. It also lets people know you speak directly to them and not send an automated message.

Don't forget to include the reason behind the recognition message. Use words like "reason", "because", and "occasion" to indicate the special result or milestone you want to emphasize. Also, use words that show your appreciation, such as "thank you", "appreciate", "admire", "respect", and so on.

Employees will want to know the impact of their actions. For example, how working overtime saved the company from delaying orders. Or why volunteering for a task improved the financial results of the month. Or how their leadership qualities built a stronger team and defeated the competition.

An employee recognition letter should have a positive tone and emphasize the qualities that made the difference.


Example Employee Recognition Messages

1. Employee recognition letter for covering absent colleague

Dear [Employee Name and Title],

On behalf of [team/department/company], I would like to thank you for stepping in and covering for your absent colleague. Your professionalism and willingness to go the extra mile produced an excellent experience for our customers and helped us maintain our high-quality standards.

We are grateful for your hard work and engagement. Employees like you make this place a better company and are an example to us all. Thank you for your effort!

Best regards

[Name and Title of the Sender]


2. Employee recognition letter for great work

Dear [Employee Name and Title],

I want to thank you for a successful experience on  [name of the task/project]. I couldn't have done it without you. Your proactive attitude made all the difference in completing the task on time. 

I sincerely look forward to working with you again on future projects.

Warm regards,

[Name and Title of the Sender]


3. Employee recognition letter for outstanding performance

Dear [Employee Name and Title],

I would like to congratulate you on your outstanding performance on the [task/project/conference]. 

Your creativity and dedication are an inspiration to us all. And your willingness to work extra hours and friendly attitude towards your coworkers made all the difference. Your colleagues have only praise words for you.

It has been a great experience having you with us, and I hope to work together soon.

Best wishes,

[Name and Title of the Sender]


Sending recognition messages to employees and colleagues should be part of the company's culture. It's your opportunity to be more than a boss, HR expert, or team member. You can be warm and appreciative, send all your best, and create a pleasant and happy work environment.

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