- If a written appreciation is given to the reader, it gives a documented proof of his or her efforts. Keep in mind that the reader could share this letter. Mention about the positive things about the past or the future work. Do not include any kind of critical comments.
- Encourage the reader in circumstances that demands motivation.
- Mention the required instructions or suggestions for such situations as appropriate. Offer to assist if need be.
- End with a positive expression.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We are asking each and every employee to put forth their very best effort into helping accomplish all the tasks needed to be able to finish our latest project. We have unfortunately encountered some delay due to some technicalities, and we have no choice but to make up for the lost time by giving just a little bit more effort.
We at management know that we are all quite exhausted from all the hard work being done lately, but we wish to encourage everyone to keep on doing their best. With a little bit more effort, we are sure to accomplish this enormous task set before us. Now, more than ever, we are putting faith in the superb teamwork everyone has been showing these past days.
Just a little more guys! We can do this!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter of motivation and encouragement.
Further things to consider when writing encouragement letters to employees
Encouragement letters are letters you write to give someone confidence, support, and hope. Such letters are written to motivate people to do something that seems impossible or give them hope during difficult times. The objective of encouragement letters is to put a smile on people's face and help them have a positive outlook when facing a difficult situation. If drafted honestly, and passionately, these letters can have a powerful impact on others and encourage them to do greater things.
Encouragement letters are often prompted by circumstances that need to be endured. Therefore sincerity is important when writing them. Be truthful and practical. If you do not believe that the recipient can get through the situation, do not tell them that they can. Maintain a positive tone and focus on what can be achieved. Avoid strong language that may discourage the recipient. Mention the required suggestions or instructions for such situations. Clearly express your support and encourage the recipient to go ahead with his/her decision. Motivate the recipient and inspire him/her to reach his goal. Keep the letter short and to the point and avoid adding unnecessary details. End on a positive note and offer to give assistance if needed.
Letters to Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.