Guidelines : Response To Commendation

Responding to Commendations
Guidelines and Alternate Phrases

• Acknowledge your pleasure in receiving the commendation.
• Thank you for letting us know of the exceptional service you received in our hotel.
• We are so pleased you received your merchandise on time and at a reasonable cost. As you noted in your letter, Jeff Herman cares about customer service.
• We appreciate so much your time in dropping us a note about how well Mark Jones took care of cleaning your damaged apartment last week.
• This morning’s mail brought your letter and a smile to our face.
• How nice of you to write and let us know of the manner in which Nell Johnson has been servicing your account. She’s been with our organization for 12 years, and her comprehensive knowledge of the business certainly works to the client’s advantage.
• Commendations such as yours of Margaret Frazier’s help on the Boyton property certainly contribute to management’s morale in our slowing economy.
• Thank the reader for taking the time and making the effort to let you know about the exceptional service.
• Your letter took time, and we appreciate your letting us know of your experience here.
• Your effort in dropping us the nice letter is appreciated.
• Thank you for writing to let us know how we’re performing.
• Feedback such as yours–though time-consuming for you–is an invaluable part of our staff training. Thank you so much.
• We appreciate your time in writing. Although we want our excellent service to be commonplace here, we do appreciate knowing our customers recognize the extra efforts.
• Promise to pass on the comments if they were intended for subordinates or other colleagues.
• We will let Mr. Hartford know of your letter.
• We will pass on your comments to both of the employees involved.
• Thanks to you, they will have a nice day when we call them in to commend them on the effort you mentioned in your letter.
• Such letters in their personnel files mean a great deal at review time.
• We like to reward our employees for looking after the customer’s needs in an exceptional way. Your letter helps us take note of these efforts.
• We have mentioned your comments in this week’s staff meeting. Be assured they were meaningful and much appreciated by those involved.

Example 1: Response to commendation letter

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Rae:
Thank you for your kind remarks about one of our employees, Ms. Sandy Vermuellen. It’s nice to know you have taken the time from your usual tasks to acknowledge Ms. Vermuellen’s attention to good customer service. We agree she exercised sound judgment in handling your communication needs at such a late hour. We’re equally pleased the matter turned out so well for you with your client.
I can assure you we value Ms. Vermuellen as an employee and will let her know of your nice comments.
Cordially,

Example 2: Response to apprecaition letter

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Monroe:
I received your letter about Gustavus Emory’s actions on the TRAB project in Miami last month. We agree with you wholeheartedly he has accomplished much in a very demanding and critical situation. Yes, he was entirely responsible for the success of the work, and we have placed your letter of commendation in his personnel file.
We also want to take this opportunity to thank you for writing to let us know how the community feels about the completion of this project. Those displeased are always most vocal, and the “average” citizen tends to be silent when things are going well. Thank you for voicing your support. Our day is brighter because you wrote.
Sincerely,

Guidelines : To Your Own Staff

Commending Your Own Staff
Guidelines and Alternate Phrases

• Begin with your overall commendation for the reader’s effort, attitude, or results, and then get specific in your praise.
• If you’re learning to ride a horse, and you fall off, you must climb right back on and try again. It appears that’s just what you’ve done. Your sales record has never looked better–your sales in July were 20 percent above quota!
• Under your excellent leadership, the team has continued to shine as the most capable of the region. Your record of completed projects is outstanding.
• Thank you for your empathy, sound judgment, and skill last week in handling the unfortunate situation at the Cordell site. With no time to prepare, you immediately took control of the dazed visitors, minimizing the potential for panic and even legal liabilities.
• I want to commend you on the excellent job you did in evaluating our recent purchase of property in the Allen community. You exhibited unwavering commitment to the stated goals while aggressively pursuing a new way of looking at the revenue potential.
• Although my work involvement with you is now limited, I can honestly say your comments to us have always been especially timely and constructive.
• The technical expertise you brought to the job was remarkable.
• The professional manner in which you conducted yourself at the project meeting with the client had a very positive influence on a job that was in deep trouble from the outset.
• The excellent quality of the work you did is unlike anything I’ve encountered here at International.
• You have made an excellent contribution over the year to business growth, leadership, and customer satisfaction. Unsolicited favorable responses about our services have doubled.
• Your explanation and diagnosis was the best I’ve ever heard on the subject.
• You have been instrumental in establishing the necessary credibility with the client.
• We have achieved several wins specifically because you are on our team.
• Be informal in tone; think of your memo as a warm handshake or the proverbial slap on the back.
• Include names. People, not departments, do work. They like to know you recognize their individual achievements and contributions. If you have many people to be commended, at least include their names in a distribution list.
• Avoid any negative comments about the situation that may detract from the praise. For example, if you’re commending the reader for an excellent proposal presentation to a customer, don’t mention the key decision-maker didn’t bother to glance through it in the briefing meeting.
• Stay focused on the reader and keep yourself out of the picture. You don’t want to sound as though you are tooting your own horn of leadership. Use the “you” approach rather than “we.”
• You have certainly made us all look good.
• Your professionalism was quite evident in this tense situation.
• You used sound judgment that signifies clear thinking.
• Your integrity and honesty in all such situations impress upon our customers again and again why they should return to our doors.
• Your individual talents will always make the difference in how successful the company becomes.
• With or without me around, you always seem to do an exceptional job.
• You are the kind of employee who enables me to leave the office for a few days worry-free.
• You contributed just the expertise I needed to make the project successful.
• Don’t sound manipulative. Let your intent be to congratulate on work well done rather than to motivate to greater achievement–although commendations often do have motivational effect.
• Don’t focus solely on benefits to the company to the exclusion of personal rewards. If you can say so truthfully, mention any personal or career benefit for the reader you think will come of the effort.
• I’m very pleased to contribute my support to your efforts in other locations. Please call on me for any help I can provide.
• I think this new experience will enable you to handle far more responsibilities than we’ve thus far given you. I’m looking forward to giving you other assignments that will continue to stretch your abilities.
• I will not hesitate to recommend you in any capacity that requires your expertise and self-motivation.
• You have the dedication and drive we like to see at Hilton Associates.
• Such effort can’t go unnoticed and unrewarded in our organization. In my way of thinking, the sooner the better.
• We’re looking forward to the opportunity to increase your responsibilities to match your talents.
• We have exciting plans for your future here at Bechtel.
• Obviously, your move to our division was the right one for you, too.
• I hope the work has been as exciting and as challenging for you personally as it has been for the company.
• As I hear it, you are making quite a name for yourself around here. Thank you.
• I hope other opportunities will surface in the near future that will allow you to gain even more visibility for your efforts.
• We will make every effort to let others in the division know you were the driving force behind the project.
• When you can, commend with tangible rewards such as bonuses, increased commissions, public recognition (with a distribution list), or even more responsibility. Never, however, promise what you can’t deliver.

Example 1: Congratulation letter to your staff

Memorandum
TO:
FROM:
DATE:
SUBJECT: Commendation on Time-Management Skills
From your March sales reports, I see your new time-management skills have paid handsome dividends. Proper time management adds up to additional selling time, which means more closing opportunities, which, in turn, mean more sales. Overall, our team sales rose 38 percent during this month.
During our last meeting, I pointed out some of your trouble spots, such as random scheduling, delayed appointments, and paperwork. From your current reports, I see on the average you made 1.6 more calls per day and all weekly paperwork was submitted on schedule.
You learn quickly; I’ll be expecting even greater things in April.

Example 2: Memorandum for commendation to your own staff

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Silvia:
I want to express my sincere appreciation for the outstanding manner in which you have performed your usual duties in recent weeks in addition the responsibilities for the day-to-day operations since Tim Nizte’s sudden resignation.
Your cheerful demeanor and enthusiastic personality, combined with an exceptionally positive work ethic, have won you the respect and admiration of your co-workers. We all noted the long hours required to cover the extra telecommunication equipment installations and the accompanying operator training.
Especially, I want to recognize how you flawlessly orchestrated the April 5-6 Region IX management meeting. Your meticulous attention to every travel and meeting site detail made this function a totally enjoyable and productive session for the 28 managers who attended. This was, by far, the most successful meeting in recent memory.
Please accept this letter as a slightly more tangible expression of the esteem and gratitude with which I view your work here at Hartbro.
Sincerely,

Example 3: Encouragement letter to staff

Memorandum
TO:
FROM:
DATE:
SUBJECT: Mounting Sales of Tractors
Ted Box has reported to me that you have been successful in selling seven TR 2000 tractors during February. My congratulations on this outstanding achievement.
I know this kind of result takes a good deal of planning, time, and creativity to tailor your sales presentations to the specific customer’s needs.
Your effort in attending the “closing” seminar in San Francisco, I’m sure, has much to do with your present success.
Please know we recognize and appreciate outstanding work such as this.

Example 4: Sample letter of commendations to your staff

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Marty:
Congratulations on winning over Fenton Lybrand, Inc. I understand the key players over there had all but taken our proposal out of the running until you initiated the series of meetings for all three levels of management involved in the decision.
Those on our own team who sat in on your presentations told me your technical knowledge of the AATC configuration and the potential applications for their software choices made Fenton Lybrand take notice. I know such technical presentations can be overwhelming for lay decision-makers, so obviously you had the correct mix of technical information and day-to-day operational benefits.
Please pass on my compliments to Shirley Tellspen and Drew Howard for their support in actually drafting the proposal.
As you can imagine, several senior executives have been watching the progress of this effort during the past 18 months. I plan to see you and your team get the recognition you deserve.
Sincerely,

Example 5: Staff performance letter

Memorandum
TO:
FROM:
DATE:
SUBJECT: Outstanding Job at the Oakland Data Center
Gene, you and your people have done an outstanding job in working together to solve the problems we encountered at the Oakland Data Center last year. I have had many comments from my customers lately on our improved reliability and customer service. Universal Corporation has been especially complimentary about our services.
Special thanks to Joe Smartley, Lisa Henry, and Mary Johnson. Keep up the good work.

Example 6: Commendation templates

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Silas:
On behalf of the organization, I thank you for your time and effort in resolving the five-month Drayton situation. Drayton is a very technical and demanding customer. Through your continuous efforts in helping them to identify and correct their diagnostic procedures, they are now aggressively purchasing our newest products.
Additionally, our suggestion to them to stay current with maintenance has significantly improved their operations, and they have the productivity figures to prove it.
We appreciate your follow-through and sincere commitment on the customer’s behalf. Employees like you keep us in business.
Sincerely,

Example 7: Commendation on time-management skills

Memorandum
TO:
FROM:
DATE:
SUBJECT: “Scheduling for Success” Campaign
Such enthusiasm as you have been able to generate in your staff in launching the “Scheduling for Success” campaign is contagious. You have implemented an effective method for coordinating our publicity efforts.
And to top off the practical advantages, the staff seems actually to understand the intricacies of the process; their own follow-up divisional campaigns suggest they have really “bought into” your theory.
Rest assured a bonus will be forthcoming later in the year. Until then, a 21-gun salute.

Example 8: Staff performance letter

Memorandum
TO:
FROM:
DATE:
SUBJECT: Twenty-five Years Service Award
I am pleased to enclose with this memo a Service Award Certificate to commemorate your 25 years of service with Benington’s.
Our good reputation in the community is based upon the loyal commitment of our employees. In fact, in a recent phone conversation, one of our few “complaining” customers remarked about your concerned efforts in righting our invoicing error. It seems having you on staff was one of the few things in her estimation we’d done right!
Along with this honorary recognition to display on your office wall, I thank you sincerely for your efforts on behalf of the company.
Best wishes for many more years with us.

Example 9: Letter for Staff performance

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Monty:
Thank you for your invaluable help on the communications committee this past year. Through your hard work and commitment, we have gained increased readership for our publications, on-time delivery, and greater advertising support.
I’m sincerely grateful for your contribution of time and talent. Many of us were aware of the three or four long weekends you devoted to the project, not to mention your expertise in interviewing. We are grateful for your hard work.

Regards,

Example 10: Staff letters

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Al:
Please accept these two Hammerheads tickets as a personal token of my appreciation of the fine job you did on the Markwardt work request for the 1012 building brace removal. Your solution was inexpensive, timely, and, best of all, exactly what the customer needed.
Performance like this is what the operating departments see as proper support of their business needs, and I commend you for your effort. Thank you for making us look good.
Regards,

Example 11: Letter To Your Own Staff

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Kimberly:
Marvin informed me this morning that through your efforts we have set a new record for cash-posting timeliness in April…100 percent in three days. Even more impressive was the fact 94 percent were posted on the first day. These are outstanding results, and you should take pride in them!
As you know, our objective around here is to make Varvaughn the best water-purifying company in the world. It is with individuals such as you that we will make this happen.
You’ve set the standard for everyone else to follow!
Yours Truly,

Guidelines : To Speaker

Commending Speakers
Guidelines and Alternate Phrases

• State the general commendation about the speaker’s presentation.
• What an informative talk you made last week!
• Your session at last week’s conference made my week.
• If nothing else had been of personal benefit, your presentation alone was well worth the price of my registration for last week’s conference.
• Thanks for taking the time from your busy schedule to share your expertise with us at last Thursday’s luncheon.
• I appreciate the time you took to work with us last week. Your presentation was sincere and urgent, as it should have been.
• From all indications, your Tuesday workshop was a success. Thank you for so willingly giving your every effort toward planning and presenting an effective, well-received program.
• We want to express our appreciation for the excellent job you did in both preparing and presenting your topic to our eager audience.
• We appreciate so much your speaking to our group of CPEs last Tuesday about the need for continuing creativity in the field.
• Thank you for making yourself available to our graduates last week in their tenth session this semester.
• We have read the evaluations–you were a real favorite with the attendees at this year’s Boston convention.
• We appreciate you sharing your expertise with us at our Tenth Anniversary Celebration in San Antonio.
• Thanks so much for the outstanding presentation you made to our group this past week as we launched our organization into what we hope will be our finest year ever.
• From the comments that continue to come into our office, your presentation last week at the IBA convention was a tremendous success.
• Be specific with your praise. State at least two or three details you appreciated about the presentation. Were the speaker’s comments timely, fresh, well documented? Did you like his or her presentation skills–fast-paced delivery, use of humor, method of telling anecdotes? Single out one or two things that were particularly helpful to you personally or to your company. In other words, let the reader know you still remember the presentation!
• Your enthusiasm was contagious; I felt my spirits lift two notches after hearing you speak.
• Not only did you give us “the facts” but also you illustrated them in such a memorable way they really took on new meaning.
• The visuals you selected to reinforce your key points certainly increased the effectiveness of what you had to say. They were so professionally prepared.
• I certainly appreciated your humor. As you are well aware from the many speeches you give on this topic each year, it’s not a topic that, in and of itself, keeps people awake at night. Your presentation style made it come alive!
• You did a superb job of keeping the audience’s attention under difficult circumstances.
• The statistics you quoted were quite alarming and should call us all to immediate action. Would you do me the favor of telling me where I can get a copy of the article containing the numbers you cited?
• What a superb speaker you are! Your delivery style is captivating–who could dare not listen to a message expressed so beautifully with all the right words and gestures?
• Your analogy of the malfunctioning elevator will stay with me for a long time. What a memorable way to present your “me-first” obstacle to good customer service.
• The slides you used to illustrate our key points looked so professional. I’m sure they’re evidence of the long hours you spent in making the presentation meaningful to our group specifically.
• Your levity added just the right mix to the seriousness of our situation.
• Particularly to your credit was your ability to keep the audience tuned in with so many distractions outside in the hallway.
• The statistics you quoted certainly impressed upon me the urgency of taking action now.
• Your five how-tos were as instructive as your stories were motivational. And I’ve been one to say we need know-how and inspiration. Thanks for delivering large doses of both ingredients to our plan for success.
• I was overwhelmed by your knowledge of the subject. You handled the audience’s every question with accuracy, honesty, and brevity. In fact, the multitude of questions should underscore again to you the audience’s genuine interest in your ideas.
• To put it succinctly: you fired us up.
• Share any new insight or benefit to you personally. Mention the ongoing value of what the speaker had to say.
• I plan to use some of these tips in my job with Kemper Insurance.
• The negotiation skills have already paid off in the purchase of a new car just last week.
• Not to mention the immediate value in my current job, listing my completion of your course on my résumé should prove to be a real attention-getter. Your work is held in such high regard in the industry.
• Actually, your presentation shed new light on our glibly accepted industry standards. You’ve motivated me to do more reading on the subject.
• In fact, you’ve moved me to immediate action about the issue. I’ve written my representatives in Congress to express my feelings about passage of the Hammer-Shold legislation.
• I had no idea what you planned to say in last week’s New Orleans session would change my career goals and, in fact, my life.
• I plan to make my notes on your presentation a permanent part of my sales manual.
• Your ideas are going to work for me; my desk is looking better already.
• Our group will never be the same. We can’t help but realize some return on the ideas you planted.
• It’s been a week now, and I hear still comments in the cafeteria and hallways about your presentation. I think your ideas have already become a permanent part of our culture.
• Mention any commendation you plan to pass on, if appropriate, to his or her superiors. Offer to refer the speaker’s name to others, if you’re in a position to do so.
• I’m sure you’ll have no objection to my passing your name on to others who have need of a first-rate speaker.
• I plan to keep your name on file should I have an opportunity to recommend you to another group looking for such a professional presentation.
• Please know you will be the first person called when we again need someone of your expertise on the topic.
• Perhaps you won’t object to my tooting your horn from time to time when I hear of similar groups looking for a speaker.
• I’ve taken the liberty of passing on your name and my enthusiastic referral to our national headquarters.
• Several other regions could certainly benefit from this program. I intend to forward information to them about how they can contact you directly.
• I’ll assume you don’t mind if I want to drop my regional directors a note suggesting they contact you directly for other follow-up programs.
• If you ever need a reference for someone who has had his head in the sand for the past decade and doesn’t know who you are, give me a call. I’ll be happy to tell him what you’ve done for our organization.
• Your name will be on the tip of my tongue for others looking for a unique presentation on this subject.
• I plan to keep your brochure and my notes on your session permanently so I can share them with colleagues in the months to come.

Example 1: Speaker commendation letters

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Vernon,
What a special treat it was to hear you at BNA! Your outstanding program had to be a convention highlight for the entire audience. The program content was packed with an incredible amount of usable information. I particularly found helpful the “Ten Ingredients of a Successful Proposal.” That formula should certainly improve my sales ratio.
Your delivery style, too, was both captivating and powerful. I could tell within the first 30 seconds the audience became instantly eager to hear what you had to say, recognizing the immediate payoff of your ideas.
I plan to keep in touch with you and your contributions to the industry. Specifically, I intend to make my own local chapter aware of your availability and your strong message. In the meantime, best wishes for outstanding success in your groundbreaking work.
Sincerely,

Example 2: Letters for presenter

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Pat:
You were certainly a vivacious addition to the conference this weekend. You gave us so much more than the same old theories.
Specifically, I found the tips on proposals quite useful, never having given much thought to how an effective transmittal document could enhance the proposal itself. Then, too, I discovered I knew little about proposal structure itself. I’m looking for these two tips alone to bring me some otherwise lost contracts. To sum up, your presentation was one of the best “nuts-and-bolts” sessions I’ve ever attended.
If the occasion arises, you can be sure I’ll have your name on the tip of my tongue for other such managerial meetings.
Thank you for making the conference so worthwhile for me.
Sincerely,

Example 3: Sample thank you letter speaker

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Escalante:

It was such a pleasure to hear your presentation on ethics and business at last weekend’s Mid-Atlantic Business Conference. I have long felt the conference needed to address not only how to get ahead, but also how we, as business people, can get ahead “with dignity and honor.”

The ideas of dignity and honor no doubt came as a surprise to many of the participants, who were expecting yet another 5 Steps to Success type presentation. What you provided instead, was a forum to explore what dignity and honor meant, and how much they were or were not a part of our businesses. Redefining my own business’ mission statement in light of the comments you made helped me realize just how much room for improvement my business had.

Because of you, I am now more aware of my own business practices, and am readjusting accordingly. Thank you for an inspiring presentation.

Sincerely,

Example 4: Appreciation letter to speaker

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Banks:

I attended your seminar on Work Place Relations last week and was simply blown away by all the useful information you had to offer.

Recently, we have experienced strains in employee relations. As we have never had such problems before, I was unsure to how best to deal with them. Your calming lecture came at the perfect time. The scenarios you used and suggestions you made for solving problems suddenly made my own difficulties seem more manageable.

I appreciate the time you reserved at the end of the presentation for questions from the audience. Your insightful comments when I explained my predicament made me realize all offices experience such upheavals, and there are practical ways to get through them.

I am currently through the worst of the situation, thanks to your practical advice.

I understand that you also speak at individual businesses and have passed the seminar information you offered along to several colleges.

Your presentation was just what I needed to hear!

Sincerely,

Example 5: Compliment letter to speaker

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Amelia:

Your presentation on “Working with Non-Profits” was certainly a welcome addition to last week’s conference. Your delivery was so personable and inviting; I can’t remember when I’ve seen that much animation during the question and answer portion of a session.

I never realized there were that many services out there for placing disabled workers. Your guidance regarding the different groups and the requirements of each helped me narrow my list down to three groups to choose from.

Before I attended your session, I was at a loss as to how to proceed; we knew we wanted to work with a non-profit to place workers in our company but had no idea where to begin or who to call. I will certainly recommend you to all my colleagues who are interested in working with non-profits.

Thank you for such an informative, useful presentation.

Yours Truly,

Guidelines : To Program Chairperson

Commending Program Chairpeople or Meeting Planners
Guidelines and Alternate Phrases

• State your general commendation about the program or meeting arrangements.
• I want to express my admiration for your planning skills–the convention schedule and logistics could not possibly have been handled any better than during this recent AVA meeting.
• Just a note to tell you I thoroughly enjoyed the recent AVA seminar topics and speakers. Your selection was right on target for our group.
• As you must have realized by now, the AVA meeting was a great success, thanks to your planning and foresight.
• Last week’s AVA meeting was one of the highlights of my career. Your administration of the details, the program, and the follow-up roundtables far exceeded my every expectation for the meeting. I want to commend you for making it such a worthwhile and enjoyable experience.
• Mention at least one or two specific details that were particularly outstanding. For example, comment on the planning time and effort involved, share complimentary remarks you heard others in the group make about the meeting, or pass on follow-up results or successes you attribute to the meeting or program.
• As I left the room, I heard others in the group comment on your wise selection of a speaker and how applicable her comments were to the group as a whole. Such, as you know, is not always the case.
• I’ll have to admit I was dreading “just another long drawn-out meeting.” What a pleasant surprise to find the agenda was well defined, the speakers addressed the topics they’d announced, and the accommodations were exceptional.
• The delicious food, not the usual banquet fare, was served fresh and warm.
• When you chose the accommodations, you certainly had people like me in mind–the large work space in each room, the exercise and jogging facilities, and the easily accessible transportation around the area.
• Thanks to your attention to detail, things ran so smoothly–not a single hitch or complaint.
• Thank you for your special effort in making it easy for those attending the conference alone to “network.” I know having the message boards and all the special sign-up booths for dinner groups and after-hours tours required additional volunteer help, but such extras made the trip especially enjoyable for those of us traveling alone.

Example 1: Appreciation letter to organizer

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Summers:
As you may know, this past week was my first time to attend the AVA monthly meeting and the first time to observe your group in action. I was extremely impressed.
Having spoken to such groups on many occasions, your organization ranks among the finest participation from the individual members, and, most importantly where you’re concerned, efficiency. There’s much to be said for the obvious planning behind an unhurried dinner meeting for 123 persons that can be completed in less than an hour. By my watch, that’s exactly how long it took, and I congratulate you.
Such careful planning on your part shows an uncommon sensitivity to the busy schedules of those in your audience.
Sincerely,

Example 2: Commendation letter to program chairperson

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Steck:

I was impressed with your organization of a week-long day camp for young adults with learning disabilities. You made addressing these problems fun for the participants, something that rarely happens in a normal academic setting.

As a parent of a child with a learning disability, I am all too aware of the frustration involved for both the child and the parent when it comes time to do homework. That’s why I especially enjoyed the activities that were centered around working with both the parents and the child. We learned several practical ways to tackle Brian’s reading problems. In fact, Brian can’t wait for school to start so we can try them out.

What I was most impressed with, though, was the attitude the camp instilled in the participants. They felt like they could do anything, succeeding despite their disabilities. After listening to years of the schools talking about Brian’s disability and why he couldn’t succeed, this change in attitude was very welcome. Brian now knows that other people besides me think he can succeed no matter what the odds. And that ‘s important for him to realize.

The CLDA did an exceptional job when they chose you to be the program chairperson for this year’s day camp. We have come away from it with new knowledge and a new attitude.

Yours Truly,

Example 3: Organizer appreciate letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Hoover:

I was extremely impressed with the Wholesaler’s Conference I attended last weekend. Past conventions have not gone as smoothly.

I was happily surprised when I arrived at the convention and found that not only were the speakers presenting actually the same as the ones listed in the registration flyer, but that they were all correctly listed on the schedule of events. This attention to detail allowed me to participate in all of the sessions I was interested in, something that did not occur in previous years as I went from room to room trying to locate the right speaker.

I also noticed that the caliber of speakers this year was much higher than in past years. I especially appreciated the session headed by Raymond Doreset, who has long been the most respected wholesaler in the nation.

I am writing the UWA to recommend that you remain chair for next year’s conference. You are to be commended on the fine job you did.

Sincerely,

Example 4: Commendation letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Card:

As a first-time participant in Weekend Writer’s Retreat, I was impressed by your thorough planning.

It was obvious that the writer/mentor assigned to work with me, Ted Scarsborough, had carefully read the manuscript I mailed to him a month before the retreat. Because of this, we had some very intense, productive editing sessions. In fact, all the other retreat participants made the same comments concerning their mentors. At a few other retreats I have attended, this was not the case—it was immediately obvious the writers hired by the program chair had either skimmed the work briefly, or not looked at it at all.

I also appreciated your attention to the small details. I am diabetic, and was pleased to find the section on your registration form that dealt with any special needs concerning meal preparation. Retreat planners do not often consider such points.

Your care in planning made this an enjoyable, productive weekend. I look forward to attending the next Weekend Writer’s Retreat.

Cordially,

Example 5: Letter to Program Chairperson

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Pittman:

Thank you for the tour of your facilities last week. The tour allowed us a chance to review all aspects of your operation, as well as to speak with each of the foremen concerning their sections’ productivity.

As possible investors in your company, we are looking at not only your profit margin, but also at your management and organizational skills. It became immediately obvious you are an exceptional planner and organizer. Furthermore, all of the managers we met obviously held these skills as high on their priority list as you do.

We will be meeting next week to vote on whether or not to invest. If the details in the reports we have received are of the same quality as the people working with you, we will call to discuss our investment rights and options.

Sincerely,

Guidelines : For Excellent Service from Outside Staff

Commending Excellent Service from Outside Staff
Guidelines and Alternate Phrases

• Commend the outstanding service performed. Get specific with details about that service so the reader knows what you consider “extra” effort: Was it exceptionally fast? How was it “beyond duty”? Was it particularly efficient? Was it performed with a commendable attitude?
• You do excellent work. My attendance at your seminar was most enjoyable primarily because of the fine service and accommodations in your resort facilities. The physical fitness center is equipped as well as most membership gyms.
• Your service was exceptional last week when I dined in your restaurant, arriving half an hour late for my reservations and with two extra guests. Not only did you seat us without complaint on this busy evening, you also saw to it that we were served promptly so we could still make our later appointment.
• Your people obviously take the quality issue seriously. Two days ago I was in your store and spoke with Marge Hatfield about ….
• I wanted to let you know how much I appreciate the extra time and care you put into preparing my graphics for the development study we recently submitted to SynTech on such a short deadline. With little more than a day’s notice, your staff (Jim and Janet) created a special application of their software to create the special effect necessary.
• The service was dependable and thoughtful.
• His attitude in rendering this special service was certainly one of a person who believes in “going the extra mile.”
• She offered leadership, enthusiasm, and encouragement.
• She was particularly astute in picking up on the little details that could have turned the occasion into a disaster, and she averted the problem quite effectively.
• Explain why you are in a position to recognize and compare such commendable service. In other words, make your letter sound like you really know exceptional service when you see it. In so doing, you add credibility to your comments and make them more valuable to the reader. Remember these letters often go in an employee’s personnel file, and, at the least, they are often shared with colleagues and supervisors.
• I travel extensively and can assure you that service is not the norm.
• As a frequent attendee to such functions, I can truly say John’s service and willing attitude are among the finest I’ve seen.
• Although I have a personal interest in … as a hobby, I recognize expertise of this caliber when I see it.
• Include names. Recognize the contributions of specific people, not just groups. People like to feel you have remembered and singled out their individual contribution.
• Please pass on my comments to George, who also took care of several publication details on the project.
• I know your capable staff, specifically Margaret Hanson and John Blakeley, contributed to your effectiveness with their behind-the-scenes coordination.

Example 1: Commendation letter for outside staff

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Warner:
I echo the congratulations that certainly must be coming to you from many of those in the industry who recognize superb journalism when they see it. The recent article you contributed to Insight America represents the best of our U.S. efforts to inform and educate the families of disaster victims. Although I read numerous stories on such work done by the agencies you highlight in your article, yours by far was the most thoroughly researched and accurate feature.
My sincere thanks for not doing the usual journalistic fluff piece.
Sincerely,

Example 2: Sample letter of commendation

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Meadows:
People are always so quick to complain, but I’d like to start your day with a praise report. Two of your service station attendants in Phoenix, Mike Smith and Steve Bragg, gave me such excellent service I must let you know about their contribution to your company’s reputation.
The details are lengthy, but I want you to have a genuine appreciation of the time and thought these two men put into solving my car problem. They saw to it I didn’t get back on the road and have trouble in the middle of the night–with little cash at that.
On my recent trip through Phoenix my turn signals became inoperative and my power brakes went out. I eased off the road at the next exit and pulled into your station. Mike Smith, one of your mechanics who wasn’t even on duty that day but was at the station doing some repairs for himself, came over to my car and offered his assistance. He, along with the help of Steve Bragg, immediately diagnosed the problem as alternator trouble, a problem that would cost about $120. Knowing I was low on cash, Mike began to quiz me about the credit cards I had. Sure enough, he found another card that was good at your station.
Then, in the process of disconnecting the alternator, they found a loose wire that had shorted out the alternator. Not about to give up, Mike spliced the wires and took another gauge reading to make sure they had thoroughly repaired the car.
These two men knew they were not making a regular customer; I was from out of state. They could have connected the wires and charged me for a new alternator, and I would have never known the difference. Instead, they were as thrilled as I was they could repair the car quickly, safely, and inexpensively.
Mr. Meadows, as president of this corporation, you are filling an important position. But it is also good men like Mike and Steve, giving of themselves in real service, who make your company great.
Cordially,

Example 3: Response to commendation letter

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Kawa:
It is not standard procedure I write letters of appreciation after I return from conventions, especially to those outside my organization; however, neither was your effort on my behalf standard procedure in your position. I’m referring to the excellent service you rendered when I had difficulty with my rental car while staying at your hotel.
After my inability to persuade the rental car agency to replace the car at 2:00 a.m., you left your cozy desk in the middle of a rain storm to pick me up in your personal vehicle. And I was 45 miles from your location! Not only would you not let me pay you for the trip, you made special arrangements with room service after hours to bring a warm snack and coffee to my room. Then, much to my surprise the next morning, you coordinated the replacement of my rental car.
Believe me, in all my travels around the country this excellent service has not been matched anywhere. Needless to say, you have my business any time I’m staying overnight in your area. I also plan to send a copy of this letter to your hotel management in case they are unaware of your fine attitude and dedication to customer service.
Cordially,

Example 4: Resposne to appreciation letter

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Stammers:
I was most pleased to hear you are planning to do a story on one of our employees, Martha Hartman. I am also glad our public affairs department could provide your staff writer, Mark Jones, with the assistance he needed. As you are probably aware, this department gets many requests for information, but the background research Mark had already done on the subject certainly directed our staff in finding applicable statistics quickly.
We also appreciate your generous praise in the initial phone call, and I’m taking the liberty of sharing your comments with those involved.
You and others on your magazine staff such as Mark and photographer, Sheryl Kirkpatrick, are to be commended for your hard work on this project. We here at Dermott will especially be looking forward to the June issue of your outstanding journal.
Sincerely,

Example 5: Letter For Excellent Service from Outside Staff

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Crawford:
Thank you for taking the time to meet with us last Tuesday and give us a tour of your facilities. We certainly appreciated the opportunity to see your set-up firsthand and to learn of your current procedures.
I especially want to mention the helpfulness of your assistant, Sharon Summers. She was most accommodating in pulling our files to show us what information she had retained on our various product lines. Then, as a big time-saver to us, she provided the necessary forms to add our organization to your source list for the upcoming Hile project.
You have both been genuinely helpful and positive in allowing us to offer our services to your organization. We appreciate that sincerely.
Yours Truly,

Example 6: For Excellent Service from Outside Staff

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Contee:
Last week while Mrs. Smith and I were staying at your hotel, we received exceptional service from Ms. Tanya Maskoff, your director of housekeeping. We had a last-minute pressing problem she solved very efficiently and at an odd hour with a cheerful attitude.
My work takes me around the world quite often and such a customer-oriented attitude is not at all common. I want to let you know we appreciated Ms. Maskoff’s efforts.
Sincerely,