Sample Formal Employee Thank You Letter

How to Write a Formal Employee Thank You Letter

A formal recognition and thank you letter and a congratulatory handshake are exchanged by to female employees.
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Here is a sample thank you letter that an employer can write to an employee to recognize the employee's good work. This is a more formal example of an employee thank you letter sample.

Formal thank you letters serve formal occasions that require recognition beyond a pat on the back or a simple thank you. For example, the company president may want to send a recognition letter to Mark for setting a company sales record.

The Human Resources director may want to recognize the department that turned in all open enrollment plans three days early and required no HR followup. The marketing director can use a formal thank you letter to thank the team that earned awards in industry rated media campaigns.

Keep in mind that a thank you letter is also appropriate from coworkers, employees in different departments, managers, supervisors, and executives, as well as from the employee's boss.

Thank you letters and other employee recognition methods are well-received when they are presented effectively to the employee or team.

The best formal recognition is:

  • Timely to the event or contribution for which you are recognizing the employee or team.
  • As specific as possible about why you are recognizing the employee or team. In addition to wanting the employee or team to feel rewarded and recognized, you are also communicating the actions or behaviors that you'd like to see more of from them.
  • Randomly presented so that employees don't begin to feel as if every time they make a contribution, a formal thank you letter will be forthcoming from the manager.
  • Well-written on formal stationery. Employees treasure these letters and they keep them forever framed on their wall, pinned to their cubicle, or in their memory file. The letter needs to look and feel like a big deal - because it is to the employeeor team.

    Frequent thank you letters are an excellent addition to a leader's work tool kit. Here's a sample that you can use as a guide when you write your own employee thank you letter.

    Formal Thank You Letter Example

    Dear Mary,

    Today's presentation went very well and was well received by the department managers; I was also pleased to see that the team accomplished its key goals. I want to personally thank you for informally assisting your project team to stay on track and on target to meet their goals for this most significant contribution to our profitability this year.

    Without your willingness to step up and, despite some push back from team members, persist in keeping the team on track, the project would certainly have strayed off course. That would have been bad for our business results this year.

    Specifically, your scheduling of meetings with a specific purpose, your use of an agenda with time allotments, your meeting minutes distributed within 24 hours, and your excellent meeting facilitation really helped the team make progress.

    They, with your leadership,  accomplished the desired outcome - a 5% increase in the profitability of the product.

    On the creative side, taking the team on field trips to see what several non-competing companies had done on a similar project appears to have been a key success factor, too. They brought useful new knowledge into the company.

    Again, thank you. The project was well worth your time and investment and, on behalf of the entire management team, I want you to know that we really appreciate your efforts.

    You will also receive a bonus of $5,000.00 to thank you for your contribution. You'll receive it in your next paycheck.


    Alison Welner

    Vice President of Product Management


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