Employee Appreciation Letters

So do you wish to make a certain employee feel super special for their work? Then, an employee appreciation letter is the way to go. Employee appreciation letters are like formal thank you notes which are sometimes necessary for employee motivation. Let us see a few points that one needs to be aware of whilst they write employee appreciation letters.

Points to Remember about Employee Appreciation Letters

• Timing: Write the employee appreciation letter as soon as possible. An appreciation letter should reach the receiver within four days of the act, that made them deserve the letter. This way, the employees feel that the management really values their services. More so, it sets a very good example in the minds of the other employees, if the incident is fresh in their minds.
• Handwriting: An appreciation letter is best when the letter writing is handwritten on an official company stationary. It is most effective when signed by the CEO or MD. However, for a lower level employee, a handwritten letter of appreciation, signed by the HR of HOD works wonders. Nonetheless, a second signature by the CEO will really increase the motivation of the employee.
• Personalize: Always make sure to address the employee appreciation letters to the specific employees. Refrain using words like "dear employee", it is extremely cold and detached. As such, it won't really work. Best is to use something like "Dear ______" with the employee's name. Don't you think it would, really, make him feel special? That is the point, right?
• Action: One big mistake that people make is that, in spite of writing a beautifully drafted letter, they "forget" to mention what they appreciate. Wouldn't it be hilarious if the employee comes to you after he reads the letter and says something like, "Thank you for the appreciation, sir. But, can I know what is it that you appreciate so much?". Let's face it, it would be embarrassing for you as well. So, make sure you mention what you are appreciating.
• Size: Avoid writing long employee performance appreciation letters. They are official communication, not love letters. So, do not exceed 250 - 300 words. Too much emphasis on the appreciation may make the employee feel too special. I am sure you do not want someone thinking that they have earned lee-way, right?
• Post, not prior: DO NOT send employee appreciation letters in advance. It would reduce the impact of the letter and make you seem very feeble. I mean, let's face it, appreciation in advance, sounds like pleading, right?
• Warmth: Make sure that the closing line is very warm. Avoid using words like "sincerely". Use words like "warm regards" or "best wishes". A modern signing off closing line, used a lot in organizations is "cheers". You could opt for that as well.

You can draft the letter of appreciation in any style, that you may find comfortable. Although, block style is known to have better impact. Nonetheless, as it is handwritten and personalized, any style can be used. Use normal ink colors like blue or black. Coming from a senior, a flashy letter may not seem right. In being warm, while closing the letter, avoid being too warm. Using "love" etc. may seem out of order and, probably, give the employee a very different perception of the letter, right?

Well, I am sure you, now, you know all about drafting employee appreciation letters. The key is to be genuine. Once the genuineness shows, even a 100 words would hold a lot of meaning. This is where I sign off! I highly appreciate you reading this article. Thank you!