Employee Letter and Email Examples

Woman writing on paper, close-up
Getty Images / Todd Warnock

If you need to send an email or letter to an employee - or to your boss - we’ve got you covered. Below you’ll find sample letters that you can use for just about any situation you might encounter in the workplace. From terminations to promotions, missing work, appreciation, congratulations, references, and thank yous, you can customize these examples for your particular employment-related circumstance.

For a Job Well Done...

It’s always a great feeling to deliver good news or congratulate a colleagues on their successes. And, unlike in-person best wishes, a colleague can save a letter or email to look at later. With emails of appreciation, you can even copy managers and other colleagues.

Here are a few examples to help you get the wording just right.

...And Not So Well Done

If you have to deliver bad news, whether to a job applicant or an existing employee, these sample letters will help. 

A tip when it comes to writing letters with bad news: don't bury the message. Put the essential information (e.g., Unfortunately, you did not get this job. or Due to a downturn in orders, we are reducing all employees' salaries by 10 percent.) in the first paragraph or even the first sentence of the letter.

Be direct and to-the-point in your wording. Recipients should be able to quickly absorb the news. 

For the Job Applicant

If you’re applying for a new job, these examples should help you draft a well-worded request—or a response when they make you an offer.

 

Job Promotion or Transfer

Here's help for when you’re trying to snag a new position within the company you work for, whether you want to get promoted or transfer to a different position or location.  

Welcoming a New or Returning Employee

Whether you’re making an initial job offer or welcoming an employee back from an extended leave, here are some samples of what you might say. This kind of letter can really help set the tone for new (or returning) employees, as well as making the transition into the workplace a smooth one.   

I Need a Change

What do you want? More Money? A permanent position? You’ll find the words in these sample letters.

Work From Home

When you’re requesting to work from home on a regular or temporary basis, you need to convey exactly what you want, along with the benefits to the company.

These examples show you how.

Missing in Action

Here are a few ways you can explain why you didn’t make it into the office, whether due to a sick day, emergency, or just sleeping through the alarm clock. 

When You’re Leaving

These examples have you covered, from turning in your resignation to saying goodbye to your co-workers. Remember: No matter how you feel about the company you're leaving, be gracious and polite in your goodbye missive. 

When Your Employee Is Leaving

Here’s how to officially accept a resignation as well as write a reference for a former employee or colleague.

We also show you how verify that a current or former employee was employed by your company.

Difficult Situations

These examples should help when finding the right words is especially difficult. 

Need even more letter samples? Check out the article below.

Email Message Examples
Sample job search email messages including cover letters, thank you letters, resignation letters and other sample formatted email messages. Also review job search email etiquette.