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How to write a letter of commendation |
| Updated: Mar 2, 2005 |
CONTENTS
> Testimonials
> What is it?
> Why write one?
> Getting started
> Keep it positive
> An example letter
> Breaking down the letter
> When and how to send it
> Another use: parents and teachers
> Not just letters: on-the-spot appreciation, too
> Thanks
Testimonials
thank you for the example. i wanted to write a letter but i was unsure of exactly what to write. there are many websites on how to write complaint letters but your site was the only one i found on how to praise someone. — R.J.
Wow!! I want to "commend" you for presenting this topic in a non-threatening manner. I am sending the letter thru a 4 star general and wanted the content to be well organized. Thanks! :) — H.W.
Your website was very helpful. I was very impressed with a Sales Manager at a local car dealership and wanted some guidelines on sending her boss a letter of commendation. Thank you for your help! — M.D.
What is it?
Let's say you have a coworker named Frank. You notice he's doing good stuff for the company and maybe some of his work has made your job easier. His boss is Ernestine.
A letter of commendation for Frank is a note where you say that he's doing good stuff – commending him for it. You send the note to Ernestine so she can put it in her file on him and maybe give him an 'attaboy.
(The term 'attaboy comes from something like "That's the way to do it, boy!". It is a friendly form of encouragement or recognition, especially from a teacher or other superior. For female recipients, I'd err on the side of formality and just state the form of recognition... 'attagirl and 'attalady just don't sound right, do they..?)
Why write one?
Good service should be recognized: it's the right thing to do. People like good news – it gives them an emotional boost. If you write a good-news letter (like one for a commendation), you can get a boost from writing it – and Ernestine can get a boost from receiving it because one of HER team members is doing good stuff. Later on, if it leads to some reward (more good news), then Frank's friends and associates get a boost. It'll also show Ernestine that you take the time to write such letters - so it can make you look good.
Getting started
Before you start writing, gather the information:
- What is Frank's official job description?
- Who is his boss? (in this example, it's Ernestine)
- What has Frank done that's worthy of recognition?
- For how long?
- How has it helped?
If you haven't been around more than a few months at the company, it would be good to wait until you're settled in and have a feel for Frank's work there over time.
If you don't know what Frank's official job description is, ask Ernestine. If she asks why you want to know, tell her the truth – you think he's doing good stuff and you want to send her an official note about it. Ernestine will probably be more than happy to help – if someone on her team looks good, it can help make her look good too.
OK, so you know what Frank's job is. That's what he's paid to do, what ELSE has he done that's worth recognition? If he does his job really well, that's something.
For this example, we're going to make the letter an easy one to write: Frank is a helpful, compassionate guy. When you need some information from him, you get an answer back quicker than you expect. You notice that he helps other people when they have questions, even if it means that he has to work a little later because of it. He brings good food to the company parties and even sends "get well" cards when people are out sick. Not all of it is work-related, but it shows he's a good person to work with.
Keep it positive
If you're making notes about Frank and you're just listing everything you can think of about him, only use the stuff that makes him look good. It's a commendation letter, not an investigative report or a documentary. After you've got your notes on Frank's contributions, you're ready to start on the letter itself.
An example letter
| Date: September 1, 2007 From: Kelly Greene I'm writing to you to commend your team member, Frank Abercrombie. { signature } |
No doubt you could write something better than this for one of your coworkers...
Breaking down the letter
The three main points are:
- Why Kelly is sending the note to Ernestine
- What Frank has done that's worth recognition, from Kelly's perspective
- Benefits: Kelly notes two (good impression, easier job)
To make this a recommendation letter, Kelly could add a fourth section to recommend Frank for something specific like a company award. One of Frank's superiors could use a similar letter to recommend him for a raise or a promotion.
When and how to send it
Good timing varies. Some instances of what could be poor timing: right before a big deadline, or nearing the end of the fiscal year if the department is low on money and high on stress, or within a few days of Ernestine's vacation. Try to pick a good time so Ernestine can pay more attention to your letter.
You could send Ernestine e-mail (especially if that's her preference). However, writing a note by hand, or adding a brief addition to a printed note, shows a little more care and effort.
A couple of days later, you could follow up with Ernestine to see if she read your letter. Leave the rest to her. If she wants to do something about it, she will.
Another use: parents and teachers
One can use commendation letters in other situations – such as a parent writing to a teacher. The child's parents could send a note saying how the teacher has been a positive effect in several ways on their child.
On the flipside, a teacher could write to a parent saying that their child was trying harder, being more attentive, being nicer and more mature, and so on, to commend both them and the child.
Not just letters: on-the-spot appreciation, too
If someone is doing good stuff, you can let them know then and there with a gentle smile. Remember the emotional boost people can get from good news.
As time goes by, after you have found reason to compliment someone on their work a few times, you might think to tell their boss. There's nothing wrong about just telling them in person – but to make it official, I'd write a commendation letter.
Thanks
A few of you have contacted me in private with questions about writing these letters. Many, many more of you visit this page and make it one of the most popular articles on this site.
Since February 2003, this page has been seen by around 600-3,100 visitors each month.
Original page posted:
December 1, 2000. Last tweaked:
September 1, 2007.
The address for this page is [ www.therotunda.net/letter-commendation.html
]
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