How to write employee recognition (with template)

Recognition isn’t just a nice-to-have — it’s a crucial part of creating a positive workplace culture. When done right, it can boost morale, improve engagement, and reinforce the behaviours that drive success in your team. But not all recognition is created equal. A quick “good job” in passing won’t have the same impact as a thoughtful, well-delivered piece of feedback.

So, what makes good recognition? Let’s break it down into three simple tactics.

1. Be timely and specific

When someone does something great, don’t wait days or weeks to acknowledge it—recognition is most powerful when it’s immediate. The sooner you highlight their efforts, the stronger the connection between their actions and the positive reinforcement.

And don’t just say “good work” or “well done” — be specific. Let them know exactly what they did well and why it mattered. For example:

❌ Not this: “Great job on that report.”
✔️ But this: “That report you put together was so clear and detailed. It really helped the team understand the data and make a better decision. Amazing work!”

2. Make it personal

People want to feel seen and valued for who they are. That means using their name and recognising their unique strengths. Instead of generic praise, tailor your recognition to highlight their personal qualities and the impact of their contributions.

❌ Not this: “Thanks for your help.”
✔️ But this: “Jody, your problem-solving skills really shone through today. The way you handled that tricky customer situation was brilliant — it made a real difference to their experience and to the team.”

3. Deliver it meaningfully

How you recognise someone matters just as much as what you say. While a private “thank you” is great, consider ways to make recognition more visible and meaningful. This could be:

• A shout-out in a team meeting

• A real or virtual recognition wall where wins are shared

• A company-wide message or newsletter mention

• A small, personalised reward

Public recognition not only makes the individual feel valued but also inspires others by showing what good looks like.

What and when to recognise

Recognising the right things at the right time is key to making it meaningful. Focus on behaviours and achievements that align with your team’s goals and values. This could include:

• Consistently great work — Regularly delivering high-quality results shouldn’t go unnoticed.

• Going above and beyond — Whether it’s helping a colleague or solving a problem creatively, extra effort deserves appreciation.

• Milestones and achievements — Celebrate personal and professional milestones like work anniversaries or completed projects.

• Positive attitudes and teamwork — Recognising collaboration and support encourages a stronger team dynamic.

Timing is just as important — recognition should be given as close to the action as possible to reinforce the behaviour effectively. Virgin Media O2 say their recognition increase nearly 4x once making it easy to do in the moment with Ocasta Engage.

Recognition templates you can use

Here are five simple and effective recognition templates to help you get started:

1. Verbal recognition (one-on-one)
“[Name], I just wanted to take a moment to recognise your [specific action]. It made a real impact on [team/project/customer], and I really appreciate your effort. Great work!”

2. Team meeting shout-out
“I want to give a big shout-out to [Name] for [specific achievement]. Their hard work and dedication really helped us [impact of their action]. Well done!”

3. Email or message recognition
Subject: Great Job, [Name]!
Hi [Name],
I just wanted to send a quick note to say how much I appreciate your [specific contribution]. Your efforts in [task/project] really made a difference, and the team has noticed your dedication. Keep up the amazing work!

4. Public recognition (newsletter or announcement)
“We want to take a moment to highlight [Name] for [specific accomplishment]. Their outstanding effort in [task/project] has [impact]. Thank you for your hard work and commitment!”

5. Personalised reward note
“[Name], your [specific strength or action] has been truly outstanding. To show our appreciation, we’ve arranged [small reward]. Thank you for everything you do!”

Why recognition matters

Done right, recognition makes people feel appreciated, engaged, and motivated to continue doing great work. It creates a culture where effort and success are celebrated — not just expected. So, whether it’s a quick message or a public announcement, take the time to acknowledge great work.