How to Write a Sample Letter Thanking Someone for a Job Well Done

Thanking someone for a job well done is not only polite, it also helps to build relationships and motivate the recipient to continue contributing his best work. When writing a thank-you letter, follow standard letter-writing etiquette, using a sincere tone and being specific about how the person contributed and what his efforts mean to you or to your organization.

Basics

Send the letter as soon as possible after the event or project you're thanking the person for, ideally within 24 hours and no more than two days later. Etiquette experts usually recommend sending a handwritten or typed letter for a more personal touch, but if you know the person well and frequently communicate by e-mail, that's also appropriate. E-mail is also acceptable if it's important to send the letter quickly, advises the Emily Post Institute, especially if it's sent as "a prelude to a handwritten note." If you're sending a handwritten or typed letter, use high-quality paper in white, off-white or beige with coordinating envelopes. For an e-mail letter, send a copy to yourself first to evaluate the formatting. E-mail programs format text differently, so what looks neatly formatted in your e-mail program may have problems in the recipient's e-mail.

Opening

If you don't know the person well, open with a formal salutation such as "Dear Mr. Taylor" or "Dear Ms. Reynolds." If you're on a first-name basis with the person, use a more casual saluation, such as "Dear Robert" or "Dear Susan." If you're thanking the person for a one-time contribution, for example to a project or event, mention this at the beginning of the letter. Open with a sentence such as "I really appreciated your help coordinating this year's fundraiser," or "We in management realize your work on the Smith project ensured that we stayed within budget."

Thanking the Person

Once you've mentioned the project or event, describe how the person assisted. For example, "I know you gave up several Saturdays to ensure we met the client's deadline," or "Thanks to your problem-solving skills, the department is operating more efficiently than ever." If you're thanking him for his ongoing contributions, mention that he's had a long-term, positive impact on the organization and then mention several suggestions, improvements or contributions he's made. For example, "With your help, we signed nine new clients this quarter and increased profits by 25 percent." In the "Inc." article, "How to Thank Your Employees in Only 8 Words," Dr. Geil Browning recommends customizing the letter to the recipient's personality, noting the qualities you value most. For example, for an extroverted person, mention that you appreciate his enthusiasm. For a more introverted person, tell him you depend on his support.

Closing

End your letter by looking toward the future. Tell the person you hope to collaborate on future projects with him or that you know his work will continue to help the company thrive. If you have something specific in mind, ask for his involvement by saying, "We'll be planning our next company picnic soon, and I hope you'll assist in coordinating," or, "I know you have tremendous potential and I'd like to meet soon to discuss your possibilities for advancement at the company." Sign off with a professional but warm closing such as "Sincerely yours," "Kindest regards" or "Best wishes."


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