Write a Letter of Encouragement/motivation • Example Letters, Guides and Samples


Written encouragement can be very powerful. It gives the reader something to keep, share and review. The tone is always positive, focusing on things that have or can be achieved. Avoid criticism, either direct or implied.

How to write this encouragement letter:

  1. Mention the situation for which your reader needs encouragement or motivation.
  2. Provide encouragement, suggestions, and/or instructions about the situation, and offer assistance if appropriate.
  3. Close on a positive note.

Example Letter #1


I want to remind each chairperson that our fund-raising deadline is approaching rapidly and we are still short of our goal. You have all been remarkably effective in getting the support of your groups and I am sure we can reach our goal this week if we all give one more push. What a great feeling it will be to accomplish what seemed impossible six months ago. You are setting new standards. Let's finish the job right and then celebrate!

Example Letter #2


This is a reminder that Tuesday begins our Spring Telethon. This year the number of volunteers is down, so the rest of us will have to pitch in where needed. Please check with Jane Doe, the head of volunteer services, for a list of open time slots in the schedule. You all did a tremendous job on the phones last year, and I know we can pull it off again this year. Let's do it!

Example Letter #3


The deadline for certification on the new presses is rapidly approaching. Those not certified in their operation please make an appointment with John Doe before this Friday. There are two sessions left before he begins training at another facility. Please do not be intimidated by the intensive training. This sophisticated new equipment, run properly, will make all of our jobs easier.

Example Letter #4


Today we held an important meeting to reaffirm the need to make an all-out, division-wide effort to finish our current project by September 25. We are counting on a 110% commitment from each member of our team because of Doe Corporation's need to deliver our product to the marketplace prior to the end of this year.

While the challenges are great, we are convinced that our team of talented, committed professionals will deliver to the marketplace a solid and exciting product. If we all pull together and pledge our total commitment and effort, we will succeed in reaching this important goal.

Thank you for your efforts and personal contributions as we work toward this goal together.

Example Letter #5


I want to take this opportunity to thank each of you for the terrific job you have been doing to get the new product out on time. I recognize the long hours you have been working, and I know how tired we all are. If we continue at our current pace we should be finished with the product and ready to ship it by next Wednesday. That will give us time for a well-deserved long weekend.

I appreciate your hard work and devotion. The contributions of each team member are crucial for our success. Let's continue to work hard and look forward to some extra time off next week!

Write Your Letter Step-by-Step

1 Mention the situation for which your reader needs encouragement or motivation.

Sample Sentences for Step 1
  • July 24, the end date for our fund drive, is approaching rapidly. We need to make one final push to reach our goal.
  • Please note that the company Thanksgiving party will be held on November 18 at 7:30 p.m.
  • The deadline for proposals on the Doe contract is March 24.
  • The new safety goggles have arrived. I encourage you to wear them at all times in the designated areas of the shop and at any time that you work with hazardous materials.
  • The closing date for the "I love Springfield" essay contest is just two weeks away on June 3.
Sample Phrases for Step 1
  • a significant achievement
  • a terrific opportunity for
  • all your hard work
  • are sure that you will
  • as you may be aware
  • can be very proud of
  • deadline is approaching
  • encourage you to
  • happy to inform you
  • in spite of the recent setbacks
  • in a position to
  • is a good time to
  • must act fast
  • need to make a final effort
  • never been a better time to
  • no time like the present
  • please note that
  • take advantage of
  • time is right to
  • tireless effort to

2 Provide encouragement, suggestions, and/or instructions about the situation, and offer assistance if appropriate.

Sample Sentences for Step 2
  • Some early setbacks have hampered us, but we are gaining momentum. Let's finish up the neighborhood drive this week so we can concentrate on our telephone outreach.
  • I know you have been very busy but this is a high priority item. Please focus on the Doe project until it is completed, and have it on my desk by Friday. Call me if you need any assistance.
  • We hope you and your families will join in the fun of this yearly tradition. Please see Jane Doe to sign up for your potluck item.
  • This is an exciting project and a great opportunity for you to use your creativity. Be sure to bring your ideas to our meeting on Thursday afternoon. We'll see you in the conference room at 2:00 p.m.
  • Remember, not only is wearing the goggles required by law, it also makes good sense. If you have any doubts, talk to John. His goggles saved his eyesight last month. And as an added bonus, you will find the new goggles much lighter and more comfortable than the old ones.
Sample Phrases for Step 2
  • all we need to do is
  • be ready for more
  • can confidently expect
  • can already see
  • encourage you to
  • even better than
  • every reason to suppose
  • excellent opportunity to
  • expecting great things from
  • has been proven to
  • have an excellent chance of
  • hope you will continue
  • if you need help
  • is heartening to see
  • is good to know that
  • jump on the bandwagon
  • need your continued
  • need to act immediately
  • please go ahead with
  • set our sights even higher
  • want you to know that
  • will certainly pay off
  • will be happy to
  • will end up with
  • will help you with

3 Close on a positive note.

Sample Sentences for Step 3
  • Let's keep the ball rolling. I know we can reach our goal.
  • I am sure you will be able to complete the task in good time, and am looking forward to seeing your results.
  • We look forward to seeing you there!
  • I can hardly wait to see what you come up with.
  • If you have any questions or suggestions regarding the new goggles, or safety issues in general, please see me. My office door is always open. Thanks again for your cooperation.
Sample Phrases for Step 3
  • a great opportunity to
  • a successful conclusion
  • am confident that
  • am sure you will
  • are delighted that
  • best wishes for this venture
  • have great confidence in
  • have a great team
  • have no doubt that
  • how much we appreciate
  • if you have any questions or concerns
  • keep in touch
  • keep up the good work
  • look forward to
  • meet the challenges of
  • now and in the future
  • pleased to work with
  • results will be worthwhile
  • sincerest thanks and congratulations
  • want you to know
  • will do a great job
  • wish you the best of luck