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Appreciation Letters to Coworker (2024 Guide)

December 4, 2021
8 Min Read
Photo by
Meghdeep Sarkar

Table of Contents:

What is an appreciation letter to a coworker?

An appreciation letter to a coworker is a way to thank them for the positive contribution they have made. These letters could be written to anyone in an organization, from top-level executives down to interns and administrative assistants. Employee recognition is important and your words of appreciation will be received well.

An "appreciation letter" or "thank you note" is a formal letter that shows gratitude towards another person, in this case, a colleague. It can be written for any number of reasons, such as thanking an amazing coworker for their help on a project, for their continued support, or simply to express thanks in general.

Why are appreciation letters to coworkers important?

Appreciation shows respect. In workplace environments, there may be many thankless tasks that don't always get seen by others. It is important to show gratitude in these situations because it reminds everyone to keep going, continue doing a good job and that their dedication is noticed.

Appreciation letters to coworkers can be used in a variety of settings and many ways. They allow people to show gratitude in times when face-to-face or phone interactions would not be possible or appropriate, and they give people an opportunity to recognize the efforts of others who may not get recognized for their extra effort. These letters also help build relationships between co-workers and create a positive working environment and company culture.

Simple acts of appreciation go a long way in boosting morale and motivation across an entire team or company. The ability for employees to recognize their colleagues for going above and beyond helps those individuals feel valued within the workplace setting. Everyone loves to get kudos from coworkers!

For example, if Bob consistently goes out of his way to help Jane with tasks that aren't usually shared between departments, acknowledging those efforts by writing a short email or sending a card is a good thing and can do wonders for interpersonal relations as well as overall office culture. This also applies when someone has been doing things to help out a colleague or team but does not do it with the intent of getting recognized for those actions.

Employees who feel appreciated go above and beyond their job requirements. When they know someone else is going to see what they've done, they will go out of their way to make a positive impact and do great work.

Best practices for writing an appreciation letter to coworkers

Handwritten notes are generally seen as more personal and sincere. If you want to include a handwritten note, use a neutral color writing utensil in blue or black ink. However, if writing a handwritten letter with an appreciation message isn't possible, the next best thing is an email.

Here are some additional best practices for writing an appreciation letter:

  • Be sincere: Letters should be sincere, not just a formality. You want the person who received it to feel appreciated for their good work!
  • Professional Tone: In general, keep the tone of your message friendly and respectful without being overly casual or informal. A professional thank you with a kind word will be an encouragement.
  • Be specific: Be sure to mention the specific action that is deserving of your thanks in your employee appreciation message.
  • Be brief: A thank-you letter does not need to be overly long or complicated. In general, shorter letters are much more effective than longer ones. You could even include an appreciation quote with a short message.
  • Focus on content: Since the purpose of a thank-you letter is to show gratitude, it should focus primarily on stating why you are grateful towards the other person's actions and how they have impacted you. The goal is not so much about writing a long thank-you letter as it is about sharing specific and heartfelt gratitude.
  • Be timely: Timeliness can vary. If you want to reference a prior event or time frame, then the letter should be sent within two weeks of that event. Sending a thank-you letter after this short window might not seem genuine and could even come across as insincere.

Appreciation letter to coworker tips and ideas

Coworker appreciation is always a good thing! Here are some tips and ideas: 

  • Write some notes down on paper: Before writing an appreciation letter, jot down a few notes on why you're grateful for the person's help or support. This will help you write better and add specificity to your thanks. 
  • Leave a printed copy: When you leave a thank-you note for someone, give it to them in person or print out two copies and leave one with their belongings and one with the office manager. 
  • Give a physical gift: If you want to go the extra mile, consider giving a physical gift along with your letter. It doesn't have to be expensive or elaborate; it should be something that looks nice but isn't too personal. For example, if you are writing an appreciation letter to thank someone for their help on a project, consider giving them a small framed print or plant as thanks.

Remote teams and appreciation letters to coworkers

In the last few years, remote teams have been rising in popularity. Employers are realizing that they can hire a talented person who lives in the area of their choice and save money by not having to provide them with a large office space in a high-rent district. Hiring managers have recognized the best way to stay close is to have clear communication.

The main reason for this is that many of the great things about work are made possible by your coworkers. You don't want to miss out on these just because they're in a different city, state, or country! The truth is that we often interact with our coworkers 10x more than we do with our families and friends. It's because of them that we look forward to Mondays!

When working in remote team environments, there are many benefits to sending formal letters of gratitude to your teammates. Formal recognition can increase employee morale, even when the company is spread out all over the world. Appreciation letters may also encourage employees to reciprocate later by offering assistance on future projects. When employees feel appreciated, they are more likely to remain loyal and engaged with their work. 

Appreciation letter to coworker statistics

  • According to the Harvard Business Review, 82% of employees surveyed feel like they’re not recognized enough for their contributions. Think about what a simple handwritten letter of appreciation could do!
  • In a study shared by PCMA, 88% of people surveyed said they feel happier and more fulfilled when they express gratitude to their coworkers.
  • An article by the Greater Good Magazine states that less than 15% of people surveyed express their gratitude to colleagues daily even though they even desired to be appreciated daily.

Software for appreciation letter to coworker 

Writing software may help write an appreciation letter to a coworker. Examples include Pages, Google Docs, Microsoft Word, and Open Office. It might be helpful to find a template online before writing your own words if you're struggling with the process of writing a thank-you letter.

The Matter app is a great software choice because it fully integrates with Slack, making it an easy way to send a note of appreciation to a coworker or employee on a platform that you’re already using. You can also send constructive feedback, kudos, and praise! It’s easy to make this a part of your routine, and it’s free!

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