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],
I am assigning you a special task for which I believe you are not only qualified for but will also enjoy. Would you please organize this year's Halloween Gala? Jenny Smith held the event last year, and I would advise consulting with her for recommendations about catering, costing and so forth. You should work within the a budget the same as previous years.
Each year we have a different theme so you may need to do some research online or at the library to get some ideas. Finally, please do stick to the budget and to a timetable that ensures all the planning is completed promptly. It is important to advertise the party and sell tickets well in advance to ensure everyone can attend.
Please provide me with regular progress reports and do not hesitate to ask for assistance is you so require. I look forward to another great job from you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to delegate someone for a special task.
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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