HOW TO WRITE A CONGRATULATORY NOTE

What to write in a congratulatory letter

We say congratulations with thoughtful messages that show how proud we are. 

We use warm handwritten congratulatory letters to honour our friends or acknowledge their achievements.  

A congratulatory message is written to add positive value to people’s lives and to make the recipient feel good.

We congratulate our friends or relatives on landing a new job, a promotion, buying a home, for getting married, getting good grades, etc.

Your message should acknowledge the receiver’s milestone or achievement. Congratulatory message should carry feelings and emotions of the sender.

Occasions when congratulatory letters are appropriate

Congratulatory notes help to strengthen both personal and professional relationships.

Personal congratulatory messages: written to friends or relatives – wedding, engagement, religious rites, winning a sports competition/election, college acceptance, new home etc.

Professional congratulatory messages: written to colleagues or acquaintances – promotions, awards, retirement, new contract/client, starting a business etc.  

 

How do you congratulate someone?

• Begin by congratulating the recipient on their accomplishment
• Write how proud you are and acknowledge (mention) the exact achievement
• Send well wishes for the recipient’s future and new chapter
• Close the letter with a warm complimentary close

 
How do you write a congratulatory note?

• Address the recipient – the person deserving congratulations and appreciation. Mention their name.
• State the specific achievement/accomplishment
• Use a polite, sincere tone
• Express praise and approval for the reader’s achievement using words and phrases that leave a significant impact on the reader and depict your emotions well.
• Keep your congratulatory message simple and concise.
• Avoid exaggerations.
• Write the letter and send it as soon as possible after the achievement. A well-timed congratulatory note helps to boost the reader’s excitement.   

 

Structure/format of a congratulatory note

• Sender’s address
• Date
• Salutations (greetings)

E.g. Dear Nyambura  

• Body
• Begin with a pleasantry.
• Mention the recipient’s name and the specific accomplishment
• Express your congratulations and share how you heard the news of the milestone.
• Reflect on the person’s positive attributes that have made the achievement possible
• Express your confidence and faith in them.
• Conclude by reiterating your congratulations.
• Closing tag

E.g. With love,

Uncle Wafula.

 

What to avoid when writing a congratulatory message

• A tone that betrays passive aggressiveness or bitterness
• Expressing shock/surprise
• Exaggeration/excessive flattery
• Comparing their achievement to one of yours

 

How to write a formal letter of congratulations

You may want to congratulate a colleague or acquaintance on a new job, promotion; launching a new business/project etc.

This demonstrates concern and goodwill. It may also serve as a tool for networking.

You can do this through a formal message in which you congratulate them for the notable achievement.           

The letter should include both a positive statement of appreciation and recognition of the achievement.

A handwritten letter is the best way to send your congratulations. A personal touch goes a long way.

 

Features of a formal letter of congratulations

• Recipient’s address
• Date
• Salutation 
• Body 
• Mention the achievement
• Compliment the recipient for the qualities you recognize and appreciate them for
• Thank the recipient for any assistance, advice or hard work they have offered you in the past.
• use a sincere, impassioned tone 
• Use a formal complimentary close e.g.  “Sincerely”, “All the best”, “Best wishes”, “Best regards”

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