Relationships are extremely important in the working world and showing appreciation of a great employee who is leaving in an employee appreciation letter is a really nice touch that is sure to be appreciated
CREDIT: This is an edited version of an article that originally appeared on Indeed
An appreciation letter is a short letter that you write for someone who’s leaving your workplace; the purpose is to thank them for their time, support and contributions to the team. It’s a chance to highlight their key wins and noteworthy achievements that made a big difference and to give recognition to a valuable team member, letting them know they may come to you for a reference; it may also underline that they’re welcome to return to the organisation in the future if they wish.
It’s said that letter writing is a dying art in this age of email and texts so, if you feel a little rusty, follow these and you won’t go far wrong.
Choose your style – what style do you want to write your letter in and do you want it to have an informal or professional tone? This may help you decide whether to write your appreciation letter by hand or type it out before signing it- this largely depends on your relationship with the team member and how personal you want your letter to feel.
What’s the main message – it’s worth thinking about the message you want to convey – do you want to thank them for their cultural contribution to the team or to focus purely on their professional achievements during their time at the organisation? Maybe a good letter would include a mixture of both.
Make it personal – your tone may depend on your relationship with your team member but always try to make your appreciation letter feel as personal as possible. Don’t just download a template you might use for anyone, think about how to make your letter feel more personalised – try writing about their unique milestones and try to make them feel special, noticed and appreciated.
Say thank you – it may seem obvious that an appreciation letter aims to thank a team member for their time and contributions but try to take this a step further by giving the recipient real-life examples of the impact their actions have had – for example, list the positive impacts their contributions have had on you or the team.
Keep in touch – if you’ve established a strong relationship with a team member, try to continue it even after they leave – you never know when having these connections may come in handy so ask them to keep in touch and give them a direct line of contact, such as your personal email address, ‘phone number or social media link.
An exciting new venture – express your excitement about, and support for, their new venture by wishing them luck or congratulating them on the new job offer – be supportive of their career advancement, even if it’s not within your own organisation. This shows them that you care about their personal and professional goals beyond being their manager or colleague.
Sign it – even if you’ve chosen to type out your letter and print it, it’s still worth signing it by hand to to personalise it and make it feel more considered. If you’re typing. write your name at the bottom of the letter and leave space for your handwritten signature.
Final thoughts…
Be prompt: don’t wait too long to send your letter.
Keep it concise: think about what you want to say in two or three short paragraphs.
Be sincere: express your gratitude but keep it reasonable and realistic.
Proofread it: always read through your letter several times before you send it to pick up on any spelling or grammatical mistakes.
If possible, give it to them in person: aim to give your letter to your team member in person, such as on their last day in the office. You may send it in an email if this is unavoidable.
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