GUIDELINES
- Mention all the details of the task in the letter. Explain what needs to be done exactly. Also, inform how it should be done. Include the deadline for the task you expect.
- Inform the details of the task in a direct tone.
- State the way you would expect the task to be done by the reader.
- Mention that you are ready to assist the reader if necessary.
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],
The Commissioner for Crime, Ms. Jenny Smith, will be visiting Winston February 14-16. During her visit, she will be reviewing and assessing the three alternate sites for our new courthouse.
You are being assigned to host and escort Ms. Smith as she assesses Site C (corner of Main Street and Fifth Avenue) on the morning of February 16. It is your duty to ensure this visit is productive, informative and enjoyable.
Specific items that you must see to while the morning are: 1) Meet Ms. Smith in the Sally Hotel lobby at 9.00 a.m. 2) Arrange and provide safe and secure transport from the hotel to Site C 3) Provide Ms. Smith with the draft blueprints for Site C and all other relevant information and specifications. Be sure to solicit her opinions of the site. 4) Provide Ms. Smith with safe and secure transport from Site C to Terminal 2 at the airport. Escort her to the terminal, ensuring you arrive no later than 11.30a.m. Assist her in any way you can to make her one p.m. flight.
Please do not hesitate to contact my personal assistant or me if you have any queries or require assistance with the preparation or execution of this hosting assignment. Our aim is to make Ms. Smith's stay as pleasant as possible and to provide enough information for her to make a final decision on a construction site.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to delegate a special project to someone.
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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