How to Write Thank You Letters to Your Employees (with Examples)

Showing appreciation to your employees should be part of your company policy. It creates a healthy work environment that makes people feel acknowledged, engaged, and motivated. It also gives you the chance to get to know your workforce at a more personal level, understand its perspectives, and improve their loyalty towards the company.

Thank you letters are the perfect tokens of appreciation. You can use them in various situations such as an employee leaving the company, excellent performance and endurance during a stressful period, at work anniversaries, for attending a special event, or at the end of the year. Most of the time, they're emails, especially when you want to thank many people. However, you can send a handwritten letter to an employee for a special occasion (e.g., the work anniversary of your oldest employee).

Writing a thank-you email can be tricky. It must be personal and professional simultaneously, customized for receiver and occasion, and, most of all, meaningful. Especially when you send a thank you email during challenging times such as the global pandemic/ financial crisis / inflation, you want the employees to know you care about them. Here is everything you should know about writing a thank you letter and a wide range of templates to get you started.

Summary

  • What to include in a thank-you email?
  • Tips for writing professional appreciation letters
  • Best examples of thank you letters
  • Thank you notes to coworkers.


What to include in a thank-you email?

A thank you email should be straightforward, concise, and evocative. Begin the letter formally with an opening that includes the employee's name. You can use their first name for a more friendly approach or their title and surname for a more professional approach. You should always consider your relationship with the employees and the way you're usually addressing them. The thank-you email is a way of consolidating your relations and should be honest and open.

State the purpose of your writing from the beginning. Take some time to praise the employee's work, leadership, endurance, or dedication. Include specific details to show employees your interest and make them feel acknowledged. If you write the letter in your name, use the first person and give them your honest opinion. If you write the letter in the company's name, restate the company's goals and recognize the help of your employees in achieving them.

Before ending the letter, let employees know your hopes for the future and the following steps. Thank them again for their help and use a friendly closing.

In the image below you can find also the appreciation letter format, so that you have all the elements needed to be a pro.


Tips for writing professional appreciation letters

There are a few details that can completely change the impression your letter makes. For example, sending a thank you letter with typos and errors can ruin the message. Also, sending a thank you template letter without bothering to personalize it may be an offense rather than praise. Check out the following tips before sending a thank you letter, and make sure you send the right message. And when you need more ideas on how to write a thank you letter like a pro, remember the following ideas:

1. Get to know the recipients – In some cultures, it may be more appropriate to send a handwritten thank you letter instead of an email. In others, it may be traditional to express your appreciation at specific holidays. When you don't know the employees personally, you should do some research before writing the letter.

2. Use a professional tone – Even when you know the employee very well, maintain a professional tone, avoid jokes, and don't get into personal details. Good work relations involve boundaries.

3. Use the right fonts and colors – A thank you letter should be easy to read and understand. If your handwriting isn't legible, use a computer. Choose neutral fonts and colors. If your company has employees from different countries, use the standard communication language or translate the message in all the languages spoken within the company.

4. Find the most appropriate opening – Make sure you use the correct title, name, or position for opening your letter. Use the first name only if you know the employees well and you know for sure they won't mind.

5. Don't be vague – Include details that will show employees your sincere interest and dedication. Remember, you don't want to write a spam message. You want to convey a meaningful and truthful message.

6. Use precise language – Avoid metaphors and flowery language. You want to send a clear message that will be understood the same way by all recipients. Don't be too poetic or dramatic, and stick to the subject.

7. Less is more – Instead of sending a long letter with no meaning, send a short meaningful one. Don't exaggerate the employee's merits or promise rewards that don't exist. Restate the company's goals and hope for the future but don't make the letter either about you or the company.

8. Promote equity – For the same occasion, you should send the same message of appreciation to all employees. Even if you know some of them better, the thank you letter should have the same tone and content for all of them.

9. Avoid typos – Proofread your material, so that you spot any spelling, typing mistakes, or inaccuracies. Moreover, you don't want to send such a letter to a colleague and have the wrong family name.


Best examples of thank you letters

Based on the occasion, we've created a few different thank you email examples. Choose the one that fits your company and personalize it as you wish. Remember that it's essential to add a personal touch to the appreciation letters you send. It will help you create better work relations and motivate people.

Sample 1: Thank you email to an employee leaving the company

Dear [Employee Name],

I appreciate all your efforts in the years that you've worked for [Company Name]. You were a great addition to [team], and we're sorry to see you leave.

Throughout your time with us, you have stood out as an employee with a strong work ethic and personal integrity. I admire your technical and social skills, high-quality standards, and creativity. In particular, I would like to thank you for your work on [project]. Employees like you make my work all the more rewarding and enjoyable.

Best of luck,

[Your name]

Note that if the workforce is resigning your company, you might have an employee turnover issue, that you need to solve. Exit interview forms are probably the first tool that you can access to discover the cause of employees quitting.

Additional examples for employee that resign, can be found within the article on farewell messages to employees.


Sample 2: Appreciation letter for excellent performance

Dear [Employee Name],

I would like to take the opportunity to thank you for your excellent performance in the [project name]. Your hard work and professionalism have impressed the entire team immensely. I admired your diligence and self-motivation that have been a source of inspiration for the rest of the team.

Thank you once again for all your effort.

Sincerely,

[Your Name]

If you are interested in the key methods of increasing employee productivity, we have some ideas to share.


Sample 3: Thank you email for hard work

Dear [all/Employee Name/team],

I would like to take the opportunity to thank you for your hard work in the [project name/last year/period]. It only goes to show how dedicated you are in wanting to achieve the best for the company. We couldn't have done it without your help.

Thank you once again for all your effort.

Sincerely,

[Your Name]


Sample 4: Appreciation email to employees / team during difficult times

Dear [all/ team],

We would like to take the opportunity to thank you for your hard work in this challenging period. It only goes to show how dedicated you are in wanting to achieve the best for the company. We couldn't have done it without your help.

We've all been affected by this difficult time [details]. We couldn't appreciate more your capacity and willingness to go the extra mile and make it work despite the harsh conditions. While that is not part of your job description, sometimes you took the time out of office hours and helped out without being asked. Other times you gathered new skills and came with innovative solutions. You went well above and beyond our expectations.

Thank you once again for all your effort.

Best wishes,

[The management team]

Tip: If you're looking for new ideas to appreciate to your employees, we have a list of 30 ideas that your coworkers will love.


Sample 5: Congratulation email to employees attending a special event

Dear [Anna/Mrs. Smith/IT Team], 

We would like to congratulate you for being accepted at [Event Name]. It's a great privilege for our company to be present there. We are impressed with your hard work, dedication, and commitment, and we're proud to have you on our team. Your contribution is extremely valuable to us.

On behalf of the team at [Project Name], we congratulate you once again. 

Best regards, 

The [Project Name] Management Team

Note: Appreciation letters are closely linked with employee retention and tenure of the employee. By focusing on recognizing the work of your people, you strengthen the company culture making it a more enduring one. 


Sample 6: Thank you email about volunteering

Dear [Anna/Mrs. Smith/IT Team], 

We would like to thank you for volunteering and stepping in for the project [Project Name] when it was needed the most. We were impressed with your hard work, dedication, and commitment. Your contribution was extremely valuable to us, and we reckon we couldn't have finished in time without your help. We look forward to working with you soon.

On behalf of the team at [Project Name], thank you once again. 

Best regards, 

The [Project Name] Management Team


Sample 7: Thank you email from CEO to the employees for the end of the year

Dear [all], 

As we have come close to the end of [year], I would like to take this opportunity to thank you for everything you have done to make this a successful year for all of us. I appreciate your dedication, hard work, and innovative ideas. Despite all the challenges, we upheld focus and excelled in our very competitive environment.

This year, we have made impressive progress in [company's goals]. Statistics show that we've done better than expected [details]. There is still plenty of achievable lined up for the next year, such as [details], and I am sure that we will keep up with our quality standards.

Have a wonderful holiday! 

Yours sincerely,

[Full Name – CEO of Company]

Work anniversary messages are excellent ways to strengthen the relationship with your workforce, improve the company culture, and boost engagement. We provide 25 examples of work anniversary wishes that you can use when you lack inspiration.

Sample 8: Employee Appreciation Letter for General Anniversary / Service Anniversary

Dear [Anna/Mrs. Smith], 

We want to personally congratulate you on reaching your [Xth anniversary] with [company name].  Your loyalty and hard work to our company and our customers does not go unnoticed and is highly appreciated.

Your talent helps us achieve excellence every day. We hope that you take this token of appreciation as our sincere gratitude for making our company what it is today.

Thank you for your continuous effort. We look forward to continuing this journey together and reach more of your service milestones.

Sincerely, 

[Full Name – CEO of Company]


The HR Analytics functionalities of LeaveBoard offer you information regarding the service length of each of your employees, plus additional essential elements to manage your workforce effectively.


Sample 9: Employee Appreciation Message for Birthday


Dear [Anna/Mrs. Smith], 

We are really impressed with your working attitude. You are a valuable worker, that works hard and you always deliver! We, the [Sales/Marketing/Admin] team at [Company name] sincerely hope you know that your ongoing efforts do not go amiss. 

Happy birthday to you! We wish you many personal and professional accomplishments, as well as a bright day at the office, filled with joy and laughter. 

Looking forward to seeing you [in the cafeteria at lunchtime/in the meeting room at 4:00 PM] – we have prepared a small gathering in honor of your birthday. 

All the best, 

[Your name] 

If you want to impress your coworkers with some elegant messages, we do have a curated selection of birthday wishes for employee that you can use anytime.

Tip: With LeaveBoard, you have all the birthdays nicely arranged so you can access the essential people analytics whenever needed. Moreover, you can connect your Google Calendar with the company birthdays calendar feeds and have all the important employee birthdays in your favorite calendar, so you never miss them.


Sample 10: Employee Congratulations Message for Marriage


Dear [Employee name],

I am writing this letter to express my happiness about the news of your marriage. Sincere congratulations to both of you. It was a great feeling to receive the information about your wedding, both of you are an adorable couple. Accept my best wishes and blessings on behalf of my family to you and your wife.

This milestone marks a new chapter of your life. I feel enthusiastic for you as you found your soulmate in your future wife.

You have been an exceptional, loyal and disciplined employee for our company, and I hope you reflect the same in your marital life—all the very best for a great future. I know you will be ready to fulfill your duties as a loving, caring, and responsible husband—lots of love to the both of you.

Yours faithfully

(Department manager)

Events like marriage, or maternity require your staff to take time-off. By using modern tools that are easy to use, you will be able to track the attendance of your employees, generate reports at any moment, access shared vacation calendars always up to date to help with planning and business continuity, and in this way, boost the overall satisfaction at work.


Sample 11: Employee Congratulations Message for New Baby


Dear [Employee name],

We recently heard about the arrival of a new member of your family. We are happy to hear that, and on behalf of the company, please accept my best wishes and good luck in this new phase of your family life.

Also, as you are on leave, if you wish to extend it, you can talk with the HR manager and follow the necessary procedure for the leave extension. We once again congratulate your family, and may God bless his blessings on the newborn and your family. 

Enjoy every moment with your new baby,

With regards,

[Team coordinator]


Sample 12: Thank you email for the job well done

Dear [Employee name],

On behalf of [Company name], I would like to share our appreciation for the amazing work done by you on the [Project name / Initiative / Event organized]. The long hours that you have worked on this complex [project/initiative/event], the dedication and the professionalism that you demonstrated has impressed the entire team.

Your hard-work, implication and relentless strive for perfection have been a source of inspiration for the rest of the team.

Thank you once again for all your effort.

Sincerly, 

[Company name management]


Sample 13: Thank you email for great sales performance

Dear [Employee name],

Congratulations on acomplishing the sales target we have for this month! Additionally, because of your great results and commitment to excellence we would like to thank you for all that you are doing at [Company name]. 

Having you on our team is something that we are grateful. Your attitude towards work inspires professionalism and pushes the co-workers to go the extra mile. Thank you for being a solid team-player and we would like to share our sincere appreciation for all your hard work.

Regards,

[Your name ] on behalf of [Team name]


Sample 14: Thank you email for a great year

Dear [Employee name], 

As the year come to an end, we would like to take this opportunity to thank you for everything you have contributed, to make our company a great place to work, and achieve some results beyond our expectations.  

Enjoy the [Christmas/New Year/Seasons] break, and let's continue the great work next year! 

Sincerly,

[Manager's name]


Sample 15: Thank you for going the extra mile

Dear [Employee name],

In the last two months, we have seen a hard working man/woman that took on much more responsibilities that were not part of the job description, working beyond the office hours. You helped out anyone that requested support and ensured that the [Project name/ Event / Initiative / Customer demand] was delivered successfully and in time.

This is why we would like to share our gratitude for your excellent work, and going for the extra mile to deliver great results.

We are very humble to have excellent and so dedicated coworkers like you.

Regards,

[Manager's name]


Sample 16: Thank you for beeing an outstanding leader

Dear [Employee name],

There had been numerous times when you motivated us, guided us, recognized us and challenged us for becoming better professionals. We're constantly getting good praise about you and positive feedback from our [Team name], on how you managed to advance trough difficult periods, or challenging projects in a very efficient way.

We need more people like you. We need more people that have the leadership skills you posses! For this, and much more great work you have deliver, we would like thank you for the outstanding team management, coordination and engagement.

Regards,

[General manager name]

If you want to know what makes a great leader, do follow our guide to discover the key leadership qualities that you can improve.

Sample 17: Letter of gratitude for Employees

If you are looking for a sample letter of appreciation for your coworkers, then you are in the right place. We have some short messages that you can use at any occasion.

Thank you for your suggestions provided during the meeting we had today. I do appreciate your step-by-step advice on how I can expand my perspective on achieving my career goals. I do really enjoyed the part on investing into the skills needed for tomorrow's challenges and have started already researching on this. I will update you on my progress in the following months. 

I am truly thankful for your help!

You can personalize such examples to fit your needs:

  • I greatly appreciate for having confidence on my skills.
  • I'm grateful for your support in helping to deliver the initiative/project in time.
  • Thank you for your advice in building a successful growth strategy. 

Note: We have started with 9 examples, however we have added more trough time.

Thank You Notes to Coworkers

When you want to send a thank you note to express gratitude for your coworkers, we have a few examples to share. For such occasions, you can provide a corporate gift, a retirement gift, or just by sharing a sincere thank you note for your employee.

  1. Thank you so much for all your great support during the busy times. We couldn't get the [project/conference/product] done without your remarkable abilities! 
  2. I want to thank you for your dedication to getting the [initiative/project/event] to a great result. Your support helped to accelerate the completion and the quality of the results. You're a valuable asset to our team! 
  3. Words can't describe how much we want to thank you for your work. Without your cooperation, we couldn't get our work done. Keep up the great work! 
  4. Our team accomplished spectacular results this [month/quarter/year], and we appreciate your full involvement in getting the work done. Many thanks for your outstanding dedication! With you, we're more successful within the very competitive market.
  5. Thank you for helping us advance with this significant project milestone. The deadline was very short. However, your commitment was excellent to getting things done. Our company needs more people like you.
  6. This past year was a very difficult one due to [financial crisis/pandemic/inflation/global resignation/ etc]. You helped the entire team stay strong and pass through all the challenges! Thank you for being a leader for us.
  7. Your dedication, craftsmanship, and work ethic helped our business reach the next level. We owe this to you. Thank you.


Tools like Facebook help you remember your close friends' birthdays, however, what do you do when it comes to your employees - the people that you work with? Solutions like LeaveBoard help you have at any moment in time the information regarding when the next birthday is coming, the age of your employees, and other similar information such as service length. With such employee data, you have the tools not to miss a birthday again within your workforce.  These special days bridge the professional and personal aspects and give a more human touch to your relationship.


FAQs:

Why is it important to send a thank you letter to an employee?

A professional appreciation letter shows employees you've noticed their work. It increases motivation and loyalty towards the company. People feel acknowledged and recognized and become more responsible. A thank you letter well-written boosts morale and encourage employees to go the extra mile and engage more.


When should I send a thank you letter to employees?

Send thank-you letters whenever you want to acknowledge the performance of an employee or group of employees. The most common occasions are after a challenging period or during difficult times (e.g., a demanding project, few colleagues resigned, economic difficulties), work anniversaries, when an employee leaves the company (e.g., after an internship or volunteer work), and participates in important work events.

Note: if you are looking to be aware of the employees' work anniversaries or service length, then our Employee Management Solution has the right HR analytics that provides the right data for all your employees. 


What are the reasons to say thank you to employees?

You may want to thank an employee after finishing a demanding job or stepping in to cover the absence of a colleague. You may also want to appreciate excellence and high performance, loyalty towards the company, special merits, and innovative ideas. Finally, a tip to boost morale, in some companies a best practice is custom to send a thank you letter to all employees at the end of the year.

Tip: If you're looking to boost the productivity within your business, and remove manual tasks, consider an automated absence tracking system.


Where can I find more HR templates?

If you want easy HR solutions, check out LeaveBoard. It's a cloud-based HR system that provides automatic HR processes, simplifies employee management, facilitates HR reporting, and boosts efficiency for team managers and HR leaders. Companies in more than 50 countries use the cloud-based software daily to track absences and manage leave. Because it integrates with collaborative tools and popular calendar apps, LeaveBoard improves communication and increases work satisfaction.


How to give a thank you note to a coworker?

There are several ways to provide an appreciative note to your employee. Depending on where you're colleague is situated physically, you have several options. 

  • Send them an email. Probably this is the easiest way to do so. Each of you checks the email frequently, and it's the communication tool of choice. 
  • On Slack/Microsoft Teams. If your business is fully digital and uses a communication platform to get things done, it may be a good idea to send them the gratitude message directly.
  • Send them a message over SMS/Whatsapp/Linkedin or other social media. Don't forget to be short, clear, and personal.
  • Use video-conferencing tools. When both of you are remote, and a physical meeting is not possible, then a Zoom call or Google Meet conf call will work.
  • Send a postcard. Another of our favorites, especially during the Christmas and New Year periods. 
  • Give it in person. This method is by far the most social and pleasant. And if it comes from a manager, a director, or a head will have greater weight and importance. Sharing the thank you note can be done during a team meeting, on an away day, at a party to celebrate success, and can be accompanied by a gift.

Don't miss your chance to send your thank you card. You will strengthen your relationship with one of your peers and boost your colleague's morale. Remember that such small actions matter in the long run.

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