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How do you write a recognition letter that motivates your team?

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A recognition letter is a powerful tool to acknowledge and appreciate the achievements and contributions of your team members. It can boost their morale, motivation, and engagement, as well as reinforce your organizational values and culture. But how do you write a recognition letter that motivates your team and not just flatters them? Here are some tips to help you craft a meaningful and effective recognition letter.

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Kate Sotsenko ??

I free up 30% of your time from bad busy work | Productivity & Leadership Coach for mid-senior leaders & teams | Save…
Neil Bussey

I help Tech/Engineering leaders sign clients through specification selling strategies / Civil Engineer / EMBA /…

1 Be specific and timely

The first tip is to be specific and timely when writing a recognition letter. Don't just say "good job" or "well done" without explaining what exactly your team did and how it impacted the organization or the customers. Use concrete examples and data to show the results and outcomes of their work. Also, don't wait too long to send the recognition letter. Ideally, you should send it within a week of the achievement or event, or as soon as possible. This way, you can show your team that you are paying attention and that you value their efforts.

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Kate Sotsenko ??

I free up 30% of your time from bad busy work | Productivity & Leadership Coach for mid-senior leaders & teams | Save your spot for my free goal-setting workshop ↓ "Visit Website" ??
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The best appreciation notes are: > unexpected > informal > genuine In my opinion there is no need to make it an official process. Appreciation is so much more valuable when it stays human. There is no best timing to show appreciation. It must be shown regularly. 81% of employees feel motivated when their boss shows appreciation and 53% would stay longer in the company (Glassdoor) #TheGoodBusy

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2 Be sincere and personal

The second tip is to be sincere and personal when writing a recognition letter. Don't use generic or clichéd phrases that sound insincere or impersonal. Instead, use your own voice and tone to express your genuine appreciation and gratitude. Address your team members by their names and use "you" and "your" to make them feel recognized and respected. You can also add some personal touches, such as mentioning their strengths, interests, or goals, or sharing a positive feedback or testimonial from a colleague or a client.

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Neil Bussey

I help Tech/Engineering leaders sign clients through specification selling strategies / Civil Engineer / EMBA / Managing Director / Fractional Executive / Operational Expert
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A recognition letter should be authentic and specific to that person. If its recognition to someone you don't know directly, then take the time to find out the details and convey this in the message. It will mean a lot that you genuinely engaged.

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Kate Sotsenko ??

I free up 30% of your time from bad busy work | Productivity & Leadership Coach for mid-senior leaders & teams | Save your spot for my free goal-setting workshop ↓ "Visit Website" ??
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The key is personal. Be genuine. Personal and genuine is not formal. Here are a few ideas how to keep it sincere and real. I tried all of them with my team. > handwritten birthday cards > post-it notes on your team's desk > a separate short email expressing appreciation (make it unexpected), add a gif or a picture > write a short thank you note just because of in conjunction with an achievement (tip: mention that their parents will be proud... we all want our parents to be proud... but they don't see us at work...) > bring a gift... just because Remember people speak different languages of appreciation. Get creative. #TheGoodBusy

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3 Be inclusive and aligned

The third tip is to be inclusive and aligned when writing a recognition letter. Don't single out one or a few team members and ignore the rest. Instead, acknowledge the collective efforts and achievements of the whole team and highlight the individual contributions of each member. You can also mention how the team collaborated, communicated, or supported each other during the project or task. Additionally, align your recognition letter with your organizational values and goals. Show how the team's work aligned with the mission, vision, or strategy of the organization, or how it demonstrated the core values or behaviors that you expect from your team.

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Kate Sotsenko ??

I free up 30% of your time from bad busy work | Productivity & Leadership Coach for mid-senior leaders & teams | Save your spot for my free goal-setting workshop ↓ "Visit Website" ??
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For year end holidays, I had developed my own ritual of giving a small personalized gift to my team accompanied with a handwritten card. In the card I've always expressed gratitude to every individual highlighting one moment in a year that stood out for me and hoping for many more in the next year to come. It doesn't have to be complicated. Simplicity is rare. And because it's rare people value it more than anything else. #TheGoodBusy

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4 Be encouraging and supportive

The fourth tip is to be encouraging and supportive when writing a recognition letter. Don't just praise your team for what they have done, but also inspire them for what they can do. Share your confidence and trust in their abilities and potential, and encourage them to keep up the good work and pursue their professional development. You can also offer your support and guidance for their future projects or challenges, and invite them to share their feedback or suggestions with you. By doing so, you can show your team that you care about their growth and success, and that you are committed to helping them achieve their goals.

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5 Be concise and clear

The fifth tip is to be concise and clear when writing a recognition letter. Don't write a long or complicated letter that might confuse or bore your team. Instead, write a short and simple letter that conveys your message clearly and effectively. Use short sentences and paragraphs, bullet points, headings, or subheadings to organize your letter and make it easy to read and understand. Avoid jargon, acronyms, or technical terms that might not be familiar to your team, and use plain and positive language that reflects your tone and intention.

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6 Be creative and fun

The sixth tip is to be creative and fun when writing a recognition letter. Don't write a dull or formal letter that might not capture your team's attention or interest. Instead, write a lively and engaging letter that reflects your team's personality and culture. You can use humor, emojis, gifs, memes, or images to add some fun and flair to your letter, as long as they are appropriate and relevant. You can also use different formats, such as a video, a card, a certificate, or a newsletter, to deliver your letter in a unique and memorable way.

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Kate Sotsenko ??

I free up 30% of your time from bad busy work | Productivity & Leadership Coach for mid-senior leaders & teams | Save your spot for my free goal-setting workshop ↓ "Visit Website" ??
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People speak different languages of appreciate. Learn the one of your team. Words of affirmation: ex. write a handwritten thank you note Quality time: ex. offer to teach a skill or work on a project together Act of service: ex. give an extra day off Professionally appropriate touch: create a cool winning handshake Gifts: ex. who doesn't like coffees and croissants? or anything else your team might like PS: every time a member of my team would come back from holidays we would decorate their desk with funny images and their pictures to make the 1st day back a bit more fun and relaxing #TheGoodBusy

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Andy Beech ??

Enabling you to consistently perform and feel better than you thought possible. Because we all have choices.
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I think you’ll find that’s 12 tips rather than the 6 you promised. And I have realised how lucky I am to be very experienced (older) and learned this stuff ages ago. Just goes to show there is life in retelling

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Cory Schulz

Market Sales and Services Operations Manager
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One thing I would add, through the lens of clarity, is putting something around the "why" and the "value" your team is creating. Our teams want to be part of something greater and this can reinforce the positive/motivational message.

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How do you write a recognition letter that motivates your team?

1

2

3

4

5

6

7

1 Be specific and timely

2 Be sincere and personal

3 Be inclusive and aligned

4 Be encouraging and supportive

5 Be concise and clear

6 Be creative and fun

7 Here’s what else to consider

Performance Management

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How do you write a recognition letter that motivates your team?

1

2

3

4

5

6

7

1 Be specific and timely

2 Be sincere and personal

3 Be inclusive and aligned

4 Be encouraging and supportive

5 Be concise and clear

6 Be creative and fun

7 Here’s what else to consider

Performance Management

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