GUIDELINES
- This letter conveys all the necessary information required for your replacement to continue working. Leave no room for misunderstanding. Mention all the details like deadline and responsibilities.
- Mention your assignment or request. Detail about the time, venue, and the exact task assigned.
- Provide all the information required to perform the assigned duties.
- If required say that you are ready to help on the extra tasks.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I cannot be at the board meeting on Thursday morning. I will be leaving for a trip. Can you please take my place and do the budget report? The meeting will commence at 9:00 in the morning at the conference hall. You have a real knowledge of the budget, but to make things easier for you, I will be leaving a draft of the report that I was supposed to be going. You may make changes to the report if you want, except for the figures.
I appreciate your assistance in this matter if you want to ask me anything, please contact before go Wednesday morning.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to delegate tasks to someone during a trip.
Further things to consider when writing delegation letters to colleagues
Delegation Letters
Delegation letters are written statements of procedures, terms, and conditions that a person (delegate) must follow to execute the assigned or delegated tasks. Delegation means empowering or giving someone the authority to perform a task. In the workplace, when someone is overloaded or not available for some time, he/she can choose to delegate his/her responsibilities to others. It might be a special project, a follow-up to a complaint, or any other duties that should be performed in the person's absence - the best and the most formal way to delegate is by issuing a delegation letter.
Delegation letters are clear, precise and should have a lighter tone. Mention the responsibilities or duties you are delegating and their requirements. State further training needed to perform the tasks if any. Provide all the information needed including details about the time, venue, and deadlines, leaving no room for misunderstanding. Be direct and clearly state how you expect the recipient to perform the tasks. If necessary, mention how many hours you expect the recipient to spend on the delegated tasks. Close the letter with a positive tone and mention that you will be willing to offer any necessary assistance to the recipient.
Letters to Colleagues
Letters to colleagues are, simply, letters written to coworkers. These letters are written in a business or professional setting for different purposes. Maybe you want to thank a coworker for doing you a favor - write a thank-you letter. You want to congratulate him/her for a promotion - write a congratulation letter. Perhaps you want to apologize for doing something wrong - write an apology letter, or may be you have found a new job, and it's time to say goodbye - write a farewell letter. Although some colleagues may find writing letters a tedious process, it is a great way to maintain a strong working relationship.
Most letters to colleagues are informal. You really don't need to use all that formal jargon to people you know pretty well ? do you? Begin your letter with a warm and friendly salutation and the proper name of the recipient. Clearly state the purpose of your letter. Be specific and know exactly what you are talking about. Use clear language which the recipient can easily understand. Maintain a friendly and pleasant tone. Close the letter positively and with a note of anticipation that the recipient will take the necessary action.
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