Letters – Free Sample Letters

Dear Name,

I am away for a company meeting to ______________ form __________ to __________. I would like you to take care of some of my responsibilities from this period. Please take care of the daily report and also the leave report if the employees should be sent to the hr department. Make a clear report on the overtime payment for last month and send that to the finance department. I know you will take care of all my work with ease as last time you had done a wonderful job. If there is any meeting scheduled for managers you can take the minutes of the meeting and send it to me.

I have told the other manager that you will be attending this week’s conference call. I have sent you the detailed report which you can go through and you can answer the queries of the client and also if you and the team have any queries clarify that. Please also make sure that the new employees are guided well as it’s just a week they have joined us so if they need and help, please give them.

If you had any clarifications you can contact me at _______________.

Sincerely,

Your name

Dear Name,

I want to thank you for the job you have been doing in handling the extra enquiry calls from customers and solving their queries on time during this Christmas season .I recognize the long hours you have been working and I know the efforts of each and every person and I am also aware how tired you are working continuously even on weekends. If we service our customers at this pace I am sure we can handle the pressure of the holiday season and can wind up with the customer queries soon and go for a long holiday. You have been handling your job with perfection and i would like to tell you that I will be providing you with one more member to help you take care of your responsibilities and I would like to handover my work of sending the daily report, attendance, training of new employee and other mails should be taken care by you. I see the potential in you and hope that you will do this responsibility also with dedication and hard work

I am confident that you can achieve the target as soon as possible and as expected by the clients and the management. Let’s continue to work hard and look forward to achieve success in our work.

Yours sincerely,

Your Name

Delegation is the art of getting work done but through others. One needs to be very precise in ones judgment of who to delegate the work to. Since the onus of the work will be on the person responsible for it, the person to whom the work is delegated should be as efficient as the person herself/himself.

A Delegation Letter is the one that is written to entrust someone with the work. Since the work needs to be completed in the stipulated time, the person who is delegating the work needs to keep following up with the person doing the work. Utmost care needs to be taken to ensure that the work is being done with the same sincerity and compliance as the original worker would have done it.

The person delegating the work has to be very tactful at the time of delegating the work because her/his tone should not sound authoritative. Delegation is a request to someone to do the work in place of someone else. Careful use of adjectives such as please, request, trust, etc should be used in the Delegation Letter. The letter should also carefully state what work has to be accomplished. The timelines also need to be defined to leave no room for ambiguity.

DOS AND DON’T’S OF DELEGATION LETTER

• A Delegation Letter should be very tactfully handled.
• The person who is delegating the work needs to be absolutely sure that the person who will finally be doing the work is as efficient
• Sincerity and compliance still needs to be maintained even though the person now doing the work is different from the one to whom it was actually entrusted
• Even if the work has been delegated, the onus of its completion to perfection is still on the first person responsible for the assignment
• Before the letter is handed over to the individual please make sure that there are no grammatical and punctuation errors
• The tone of the letter should not sound authoritative as this is a kind of “requesting letter” and not an “order letter”
• The letter should state the work that needs to be accomplished
• The timelines within which the work needs to be completed should also be clearly mentioned in the letter
• Till when is the letter valid should also be specified

SAMPLE DELEGATION LETTER

Name and address of person to whom work is being delegated

Name of person who is delegating the work

Date:

Subject: Delegation Letter

Dear Ms/Mr _____________

You are aware that I have to go for some official work to _____________ (place) on __________ (date) and will be back only by ___________ (date).

I am currently handling _____________ (details of project), which will not be over by the time I leave. I trust you as much as myself and would like to delegate the responsibility to you for handling this project on my behalf. I would therefore request you to please hold fort till my return.

Even though I will be away from office but you can always contact me on ____________ (mobile number) in case of any assistance required.

Thanking you in anticipation and appreciate your support.

Best regards,

(Name of person delegating the work)