Sample Letter #1:
I want you to know you have an exceptional employee, Jane Doe, in your support division. Her calm, patient manner was a great help to me when my frustration was at an all-time high. Her knowledge of the software and her remarkable problem-solving abilities are rare indeed. If the quality of a firm’s employees is an indication of future success, then Doe Corporation has a very bright future.
Sample Letter #2:
I am writing to thank you for the training seminar you arranged, and to especially thank you for sending Mr. Doe to be our primary instructor. He did his homework well, and was more aware of our needs than any of our previous instructors. We appreciate the time he took to study samples of our work in advance so his comments were immediately applicable. We would welcome his instruction again. Please convey our thanks to Mr. Doe.
Sample Letter #3:
As manager of our computer department, I commend your employee, John Doe, for the prompt and courteous service he gave us last week. He determined our cable needs and produced a fair written estimate very quickly. Once he started the work, he stayed on location until he had installed all additional computers. You can be certain that we shall ask for him personally to serve our future needs.
Sample Letter #4:
I wish to commend your receptionist, Jane Doe, for the way she handled our problem yesterday. She was courteous and friendly as she made half a dozen telephone calls on my behalf, not giving up until she had traced the missing shipment. Such professionalism is rare nowadays. Ms. Doe is an asset to your organization and is part of the reason I look forward to doing business with you again in the future.
Or, create your own letter with step-by-step guides and preferred sentences and phrases for each writing step:
1. State why you are complimenting the employee.
- We have thoroughly enjoyed our relationship with your company, especially because your customer service representative, John Doe, has been so helpful.
- Your representative, Jane Doe, is to be commended for her outstanding work on your last project.
- We want you to know how impressed we were with the way Jane Doe handled the delinquent accounts.
- During a recent internal audit, John Doe found a rather large discrepancy in our financial records. Had he not found that error, our corporation could have faced heavy legal fees.
- I want to tell you how pleased I am with the landscaping plan your new intern prepared for me.
- a very helpful attitude
- among the finest I’ve seen
- by your co-workers
- commendations and congratulations
- convey my appreciation to
- exceptional work done by
- express my appreciation for
- has been extremely helpful
- have thoroughly enjoyed
- have been deeply impressed
- have come to admire
- how pleased we have been
- how impressed we were
- how highly we think of his efforts
- how much we appreciate
- how pleased I am
- is to be commended for
- please accept
- received exceptional service
- want to let you know
- with the services of
2. Acknowledge the employee’s qualities that made the contribution worthwhile.
- His attention to detail helped our work move smoothly, without a single legal snag.
- His broad knowledge of the machinery has helped our trouble shooters keep the assembly line moving during the periods of heaviest demand.
- Her public relations skills helped us collect on most of the accounts that others had given up on. We hope she will be available for future cooperation.
- We commend his attention to detail. He is the most thorough accountant we have had work on our books.
- She has a good sense for balance, with the right mix of colors and textures.
- a pleasure to work with
- an excellent sense of
- attention to detail
- broad knowledge of
- consistently gone out of her way to
- courteous, well-trained staff
- dependable and thoughtful
- diligence and skill
- efficiently and with good humor
- going the extra mile
- has helped us to
- intelligent and cooperative
- made sure everything ran smoothly
- never-failing professionalism
- one of your company’s greatest assets
- particularly astute in
- professional and courteous
- public relations skills
- stays calm under pressure
- the time and thought he put into
- took care of all the details
- took the trouble to
- went out of his way to
- willingness to help
3. Express appreciation and wishes for continued success.
- Thanks again for assigning him to work with us. Best wishes for the future.
- We send our warm regards and wish you continued success.
- We wish you similar successes with your other clients.
- Please convey our appreciation to Jane for a job well done. We hope we can work together again.
- May your future endeavors be as successful as this one has been.
- You are fortunate to have Jane as an employee. Best wishes to her and the rest of you at Doe Corporation.
- are looking forward to
- best wishes for
- congratulations on your
- continue your tradition of
- convey my compliments to
- how much we appreciate
- keep up the good work
- one of your greatest assets
- our sincere thanks and appreciation
- our warmest regards
- please let everyone involved know
- please pass my appreciation on to
- please thank him for us
- thank you for
- thanks to the efficiency of
- want you to know
- will assure the continued success of
- wish you continued success
- working together again
- would like to thank her for