Letter-writing in the Internet age is an increasing rarity, but its value is not lost on the recipients. A thoughtfully crafted thank-you letter shows that you took the time to compose and express words of appreciation, which can boost morale. In a business context, letters for a job well done should identify the person's contribution or accomplishment, as well as the impact it made and the time frame in which it occurred.
The digital age may have made you rusty in the letter-writing department, so brushing up on what a letter should look like is in order. The level of formality you use depends on the person whom you are addressing, but observe the basics of structure and form in writing the letter. Start with company letterhead or with your company's name and address typed and justified either to the right or left of the page. Follow with the date underneath; addressee's name, title and company address, justified to the left; your salutation; the body of the letter; your closing; and your typed name and signature.
To show appreciation to an employee for a job or project well done, you might take a succinct approach, as illustrated by writing service WriteExpress: "I want to commend you for your efforts on the Dearborn project. The president took note of your attention to detail and relentless determination to release a quality product on time. We are proud to have you on our team and look forward to your future contributions." For a more elaborate letter, consisting of three paragraphs, you might start with your acknowledgment of the positive results in the first two paragraphs, and discuss any rewards and bonuses in the third paragraph.
It's not only employers who express appreciation for a good job -- employees, too, can write letters to managers and higher-ups about ideas, perks and facilities that a company has offered that have improved morale and productivity. Components of the letter include: the purpose of the letter; the idea or policy for which the addressee was responsible and how it changed the employee's life/work balance; kudos for the addressee's thoughtfulness and ingenuity, signing off with the entreaty to accept your sincere appreciation.
To Company or Team
In some cases, it's not just one particular person, but a team of workers who produce results beneficial to a firm and worthy of commendation. In these cases, you may address the head of the team or if manageable, the specific persons involved. WriteExpress suggests the following: "My special thanks to you and your team for the wonderful job you did on the Decatur Project. The customer was delighted with the presentation and especially appreciated your suggested modifications. The extra time and effort you put in shined through. It has been a joy to work with such dedicated and talented colleagues."
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