How to Write Thank You Messages for Coworkers That Feel Genuine

Only a few thousand guides teach you how to make feedback constructive, not catastrophic. We're all absolutely quaking over the prospect of hurting someone's feelings and immediately being branded a Big Meanie™️.

Valid. But why don't we put more of that worry into phrasing genuine appreciation? We'll lose sleep finding the right way to tell someone their spreadsheet was slop but put little effort into communicating the impact of their wins.

It is easier to be nice, but that's not what authentic appreciation is truly about. Sit tight as we discuss why it's worth putting more effort into appreciation. We'll explore why what you're doing now isn't working and how to craft effective thank-you messages for coworkers and employees.

What's the difference between appreciation and recognition?

Organizations have difficulty with authentic employee appreciation because they confuse it with recognition. Both are important, but they're not the same. Authentic appreciation will address an individual's qualities, not just their actions.

Here we have a message recognizing an employee:

"Awesome job this week! You met that deadline with ease. Thanks for all of your great work."

Now, an authentic appreciation message to an employee:

"Maya, your passion and persistence under pressure saved the day. It's a real honor to work with you."

Again, there's nothing wrong with the first message. Messages of recognition like that should be shared as often as necessary. But in other circumstances, the appreciation message is warranted and much more meaningful.

The appreciation message highlights particular personal qualities and emphasizes the intrinsic value the individual adds to the workplace. Attention to detail is part of why sincere thank-you messages to coworkers and staff require more effort than everyday recognition.

What is a good employee appreciation message?

Now that we're clear on the difference, let's talk about the essential attributes of sincere employee appreciation messages.

1. Be on time.

Just like with recognition, appreciation should happen as soon as possible. In the above example, both are given the same week. However, you can do this on the same day. Here's an example of an appreciation message emailed directly after a meeting:

"Ryan, I need to thank you for asking such insightful questions during the morning meeting. Your thoughtfulness opened up a discussion that's incredibly helpful to your coworkers and allowed me to share some ideas that are really important to me."

2. Be specific.

Recognition is specific, but appreciation goes even further. In the example we just saw, we don't stop at thanking Ryan for participating in the meeting. We name the qualities that made that participation so impactful and share the positive results.

3. Be yourself.

Does connecting with staff on a meaningful level feel awkward? If sharing compliments and niceties doesn't come naturally to you, you may be at an advantage. More reserved people are often more observant.

"Samira, thank you for staying late to troubleshoot that software issue. I'm glad someone as competent as you was around. The next morning would have been a disaster if not for you."

See? Nothing is nauseating or over-the-top here. Just the truth. Authentic appreciation is just honesty and detail. You don't have to deliver it the way you imagine a bubblier, more open person would.

4. Keep it professional, even if that's your work bestie.

An inside joke is fine, but let's make sure the main message of appreciation stands out most. Proofread your draft so it's error-free. Also consider how you'd feel if someone else at work read the note–would there be anything there you wouldn't want them to see?

5. Don't forget to personalize.

This surprisingly gets overlooked by many people trying to write the perfect message. Make sure the note opens with their name and closes with yours. No one should have to guess who this is for or who it's from.

Reasons why some appreciation messages to employees ring hollow (and how to fix that)

Employee engagement is at some of its lowest levels ever. Fewer than half of employees feel their employer cares about them as a person.

Whether written or verbal, public or private, here's why some appreciation efforts do little for employee satisfaction or company culture.

1. It's compulsory.

A company implements a recognition program. Everyone, from leadership to entry-level employees, is now required to recognize everyone. Under these conditions, appreciation can easily feel like part of a recognition quota.

Solution: Build a broader culture of recognition and give employees the tools to use peer-to-peer recognition. When appreciation comes from a manager, CEO, or coworker, it stands out and feels genuine.

2. It's generic.

When you give the whole team the same message of appreciation, it immediately loses much of its impact. Imagine being the person who pushed themselves hard, making up for someone else's, uh, more laissez-faire approach.

Solution: In many cases, it's appropriate to recognize the team and appreciate the individual. That way, people keep putting in effort; they know you see it. Specific, authentic appreciation will always keep it from sounding generic.

3. It's delivered by someone who wouldn't know.

Employees indeed find appreciation more memorable when it comes from leadership. However, if that manager or lead never interacts with or supervises the recipient, how likely are they to believe it?

Solution: Cite your source! Tell them who's kept them up to date or sang your praises. Mention any material or data you've reviewed that backs up the good word going around. This keeps it from seeming obligatory.

4. The behavior doesn't match the sentiment.

Employees and coworkers may not accept praise as genuine when it comes from someone who's usually a harsh critic. The same goes for people who aren't being themselves when offering appreciation and are just saying what they think they should.

Solution: Leaders set an example for everyone in an organization. Appreciation will never yield the outcomes we're striving for without leaders who consistently model it. Those emulating others when expressing appreciation need to remember that detail and truth matter more than cuddly vibes.

5. It only involves tangible or monetary rewards.

Making tangible rewards an everyday incentive will never make employees trust a company or feel as valued as genuine appreciation does. If you dedicate yourself to a job daily, what gives you more long-term satisfaction, being assured you're an asset, or a gift card to a steakhouse?

Solution: Offer recognition and appreciation without gifts or money three times more often than those with gifts or money. Also, like words of appreciation, tailor rewards to the recipient's needs and interests. See our list of ways to recognize employees without money.

Thank you messages for coworkers and employees

To tie it all together, let's look at more occasions and real examples of appreciation. Here you'll find peer-to-peer examples as well as appreciation messages to employees.

For exceptional performance

"Hey Ari, I just wanted to take a moment and say how impressive that presentation was. The attention to detail and the way you broke down the information were just what everyone needed to see. We see and appreciate the time and effort you must have put into that."

"Jenna, your manager just showed me some client feedback. I must say it feels awesome to know we have someone like you representing the company and knocking it out of the park like that."

To thank a coworker for their support

"I know I don't say it enough, Kian, but you're a great colleague to have. You've been really generous in helping me out, and I hope that you can rely on me if you ever need the same."

"Thank you for having my back, Paige. I've been so stressed out, but your positivity and humor make it a lot easier to get through the tough days."

For a successful collaboration or excellent teamwork

"This is what it's all about, Charlotte. It seems like you can work with anyone and do anything. You were the cornerstone of this team and should be really proud. I know I am!"

"Nick, thanks so much for accepting feedback and steering the team in the right direction. Your flexibility and willingness to adapt to changes in project scope are major factors in this collaboration's success."

Writing thank-you notes to coworkers: More examples

Writer's block? Maybe a few of these examples will get the juices flowing.

Keeping it light

"You rock, Shelby! Thanks for making the final phase of that project go smoothly. You're a dream to team up with."

A very special milestone

"Congratulations on 10 years at the company, Sam! Thank you so much for making me feel like part of the team right away. You've been so patient, and your presence here is invaluable."

Awe-inspiring performance

"Carissa, what you've pulled off in organizing this whole mess of documentation is unbelievable. You've made my role much easier, spared me weeks of stress, and I cannot thank you enough. Enjoy the gift!"

BONUS: Small thank-you gifts for coworkers

When is it appropriate to give presents? General work and personal milestones (work anniversaries, birthdays) are good occasions to give a coworker a small gift. They'll also be welcome when a colleague has gone above and beyond to help you.

A simple card thanking them for being great to work with can accompany one of these cost-effective, thoughtful gifts.

1. Coffee shop gift card

A timeless small gift for a reason. The next time they want a scone with their latte but go back and forth on the price, you'll be their savior.

2. A gourmet chocolate bar

If you don't want that thank-you card showing up alone, add some chocolate. A higher-end chocolate bar is usually still under $10 but feels a little extra.

3. An essential oil diffuser

Flame-free aromatherapy for their desk. Bonus points if you can find one in a unique design or a fragrance you know they prefer.

4. Tech tacos

Does your favorite coworker always struggle with cable management? The tech taco is a great way to keep their cables neatly bundled.

5. DIY gestures

A cutting from your prize pothos plant, a batch of cookies, a handmade coupon promising a favor, and similar ideas are genuine expressions of thanks.

6. Foreign snacks

British expats, Japanese culture buffs, or big-time travelers. If your coworker has a connection to another land, buy them some interesting snacks from abroad.

7. Forever flowers

Whether it's a LEGO kit they can assemble themselves or a simple blown-glass tulip, it's a great partner to a thank-you card that won't wilt or need water.

8. A drizzle of olive oil

Get the office foodie the best extra virgin olive or avocado oil. This super trendy one has a handy squirt top, and you can use it on a sandwich or salad right at your desk.

9. An on-brand coffee mug

Chic minimalist, homespun pottery, or custom novelty. The secret to making this traditional workplace gift great is acknowledging the recipient's personal taste.

10. Device sleeves and cases

A cool new laptop sleeve, phone case, or tablet cover in their favorite color, theme, or design is a thoughtful surprise they can use daily.

Integrate appreciation into every workflow with HeyTaco

Appreciation always feels more authentic when it rests on a solid foundation of everyday recognition. HeyTaco fits like a glove in team chats, making it easy to give someone a shout-out. Except it's a taco. 🌮

That way, your sincere messages of appreciation won't seem like they appeared out of nowhere. It's another authentic way to show people they're valued and supported at work.

Try HeyTaco for free and challenge your organization to 30 days of positivity and gratitude.