GUIDELINES

  1. 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.
  2. Mention the exact reason for the change in the roles and responsibilities of the reader.
  3. Detail the duties of the employee in the new role.
  4. Give a prompt feedback of the employee's previous role.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

Now that our domestic company is doing well, we need someone to manage our international sales. We decided to choose you for this assignment because you have excellent skills in organizing and overseeing significant sales efforts. We are giving you permission to designate James Dell to handle some of your existing responsibilities while you are familiarizing yourself with this new endeavor.

We will be holding planning meetings this coming April. You will be giving all your time to your new assignment by the first of May and James will be handling your local responsibilities by then. We will have our first meeting next Monday at 8:30 AM. I am aware that you have a passion for international sales, so, for sure, this will be a rewarding job for you. If you have inquiries before our meeting this Monday, you can just call me anytime.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Sample letter to delegate other duties to an assistant.

Further things to consider when writing delegation letters to team members

Further things to consider when writing delegation letters to team members

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 Team Members

Letters to team members are letters sent to people belonging to a specific group involved in striving to achieve a common goal. These could be appreciation letters to show gratitude and acknowledgment for the efforts of team members or motivation letters to offer encouragement. Communicating with the people who helped you achieve your goals is one of the most effective ways to strengthen your network and your work relationships. Everyone loves to be appreciated for his/her efforts and encouraged when the going gets tough. The best way to do this is to draft a letter to communicate your feelings.

Letters to team members can be informal as these are people whom you know pretty well. Begin by stating the objective of your letter. Go directly to the point and deliver your message. If you are writing to appreciate the team members' for outstanding performance, recognize the skills they used to achieve that performance. If the letter is meant to give motivation to the team, offer your encouragement assertively and in a sensitive tone. Avoid making negative comments directed to members who seem to be lagging behind. End the letter with a positive remark or a statement of encouragement.

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