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 will be in Munich from April 25 to May 2. As such, I need you to take over a few of my assignments while I am at the seminar. Kindly process all international orders that might be made during that time. There is no need to process domestic orders unless there are those that specify rush delivery. I'll be at the office on Monday morning at around 7:30 before I proceed to the airport. We will have a short time to go over the processes for international orders.
I am authorizing you to make the work schedules while I'm gone. I will also inform the part-time employees to ask approval from you if they want to change anything. Furthermore, kindly check my email and phone mail once in a while to see if there are any urgent messages. I'll be giving you the passwords on Monday.
I do not foresee any problems, but I'll try to contact you regularly during the week to check on things. I don't want to burden you with my responsibilities, but this seminar is important to our company. Thank you very much for your help.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to delegate responsibilities to someone during a trip.
Further things to consider when writing delegation letters to management
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 Management
Letters to management are letters written to the personnel or department that controls and makes decisions for a company or organization. These could be job application letters to apply for jobs, complaint letters to raise complaints, inquiry letters to request information, etc. Under all circumstances, all letters written to the management should be formal, contain all the necessary information, and free of grammatical errors. They must also be typed in a legible and professional font. Make sure not to include any sensitive information especially when the letter is not addressed to a specific person.
Before writing letters to management, you need to think about what you want to achieve and exactly who you are writing to. Use proper address and salutation. If you do not have an existing relationship with the recipient, introduce yourself in the first paragraph. Start with the most important information and go directly to the point. Keep it brief. However, if your letter is relatively lengthy, break it into short paragraphs. If there are any attachments, make sure to mention that in the letter and give a brief description of what they are. Finish with an expression of appreciation and give your contact details.
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