GUIDELINES
- Appreciation would be the best motivation for an employee. In this letter, you could genuinely compliment the efforts of your employee. It could have a friendly tone but you could choose to be professional. A bonus payment or any such token of appreciation could be mentioned in this letter.
- Acknowledge the achievements of your employee.
- Appreciate the efforts of your employee to achieve such high standard.
- End with a note of gratitude for the contributions of your employee.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to draw your attention to your excellent receptionist, Janet Hunt. Yesterday Ms. Hunt took it upon herself to try and resolve our issue. It meant taking a lot of time and effort on her part and did not stop until she found out what had happened with our accounting issue. It was an example of a rare case of professionalism in our industry. I believe Ms. Hunt to be an integral part of your company, and it is because of her that I will be passing on more work to yourself shortly.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to compliment someone for solving an issue.
Further things to consider when writing compliment letters to management
Compliment Letters
Compliment letters are letters written to commend someone for his/her good deeds. The objective of such letters is to praise someone for his/her hard work or achievement. Though compliment letters are considered a professional gesture in the corporate world, you can use them in your personal life to appreciate your loved ones for their achievements. Compliment letters can be used in instances such as complimenting an employee for a job well done, complimenting the organizing committee for an excellent event, or complimenting someone for winning an award. They can also be used to compliment a colleague for delivering a good orientation or sales speech.
When writing compliment letters, make sure to mention the name of the person you are complimenting in the letter stating how valuable this person is. If you are complimenting an employee's productivity, appreciate his/her efforts to achieve such high standard. Be sincere and genuine when talking about someone's achievements. Mention the reason why you are complimenting this person. Be polite and maintain a friendly tone throughout the letter. Make sure that the words in the letter make the other person feel special and appreciated. End the letter by praising this person again for his/her contributions.
Letters to Management
Letters to management are letters written to the personnel or department that controls and makes decisions for a company or organization. These could be job application letters to apply for jobs, complaint letters to raise complaints, inquiry letters to request information, etc. Under all circumstances, all letters written to the management should be formal, contain all the necessary information, and free of grammatical errors. They must also be typed in a legible and professional font. Make sure not to include any sensitive information especially when the letter is not addressed to a specific person.
Before writing letters to management, you need to think about what you want to achieve and exactly who you are writing to. Use proper address and salutation. If you do not have an existing relationship with the recipient, introduce yourself in the first paragraph. Start with the most important information and go directly to the point. Keep it brief. However, if your letter is relatively lengthy, break it into short paragraphs. If there are any attachments, make sure to mention that in the letter and give a brief description of what they are. Finish with an expression of appreciation and give your contact details.
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