20+ Free Employee Recognition Letter Templates [Word]

An employee recognition letter is written by the employer to recognize the effort of his employees at their work or recent achievement. It is used to indicate an employee’s gratitude for their hard work. This letter explains that the employer is pleased with the employee’s work. Commonly, there are three types of employee recognition letter;

  • Formal letter
  • Semi-formal letter
  • Informal letter

For an employee, employer usually uses a formal or semi-formal type. If employee is in the mid-level management like officers, team leaders, supervisors, etc then employer may use a semi-formal type. Formal letters are written for the higher-level positioned managers or officers. Formal letters have a formal style, tone, and content so that a standard level of professionalism is observed.

Furthermore, employer gives out recognition letter on a weekly, monthly, or yearly basis. The letter should be written around the time when the event being praised occurs. This letter can be addressed to multiple employees. They don’t necessarily have to be directed to one employee.

The significance of employee recognition letter:

An employee recognition letter provides significant benefits to an organization. Employees feel inspired and encouraged by knowing that their efforts do not go unnoticed. In this way, they are appreciated within their place of work. This letter enhances their dedication to work that ultimately increases productivity.

Additionally, this letter builds a strong relationship between you and your employees. This letter allows them to speak to you more openly about their requirements and concerns. You may also like Certificate of Recognition Templates.

How to write an employee recognition letter?

Follow the below steps to write an employee recognition letter;

Decide the format:

At first, you have to decide the format which you want to adopt. You have to select it on the basis of style and culture of your company. However, emails are used for large corporations.

Employee’s information:

The next step is to determine that who is the sender and recipient. You have to provide this information at the top-left corner. The information for a formal recognition letter includes;

  • The Name
  • Address
  • Phone Number
  • Email

In the letter, where you don’t have to sound too formal, use a salutation and send it via email. There is no need to include header information.

A greeting statement:

If the letter is meant to personal then start with a greeting. You can do this by stating salutation or greeting followed by the employee’s first name. After that, include a statement of purpose for writing the letter.

Body of the letter:

After stating the purpose of letter, describe how much you appreciate them and the work they have done. The key points, traits, or achievements you took note highlight them for appreciation. The actions that stood out most break down and encourage them. You can also include the observed relationship between the employee and fellow co-workers.

Conclusion and sign the letter:

Now, after stating your intentions, it’s time to include a closing statement. You can do this by reiterating your appreciation. You can also indicate that promotion or a raise is due. Next, sign off the letter and use the word “Sincerely” and then followed by your name and job title. For emails, you just have to sign off and state your name.

Proofread the letter:

The last step is proofreading and you have to check for errors. When you have all done with the letter, proofread it thoroughly to identify whether you have said exactly what you wanted to say. If there is any spelling or grammatical errors correct them before sending the letter. You should read the letter aloud to observe the tone properly.


In conclusion, an employee recognition letter is written by the employer in different scenarios. This letter usually includes a description of the hard work, specific actions the employee did, etc. The letter must have a formal but friendly tone. Additionally, this letter boosts an employee’s confidence and their performance.