GUIDELINES
- Mention the reason for the change in duties of the employee in this letter. You could detail the new responsibilities of the employee. You could otherwise choose to brief him or her about the new role. Add details of a training to be conducted in the future.
- Mention the exact reason for the change in the roles and responsibilities of the reader.
- Detail the duties of the employee in the new role.
- Give a prompt feedback of the employee's previous role.
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 appreciate the input you gave during our unit meeting last Thursday. We have noticed that the heavy workload stated in your job description caused you to have increased overtime hours. We've decided to employ an assistant manager to help you in your tasks, more so that we've added four typesetting projects to you every month.
We are planning to increase your typesetting projects every month from 12 to 16, and we believe that this will not be a problem because you'll have an assistant by then. There is no need to worry though because the increase in the workload will be done incrementally; furthermore, we will assign additional personnel to your unit. Our plan is to transfer three editors from James Crane's unit to yours. It is your responsibility to teach them the work procedures for three months. If they can do the job well until June, we can proceed with having 16 projects in a month.
We expect your feedback during this time of change. We are also looking forward to your having a manageable workload. With several assistants by your side, this is attainable.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to delegate someone's tasks to an assistant.
Further things to consider when writing delegation letters to employees
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 Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.
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