Letter Delegating a Task to an Employee

It is not possible for the employer to work alone. Delegating tasks is one of the successful strategies used in almost every organization to achieve its targets. It is considered best to increase the productivity of your employees by delegating work and responsibilities to them. When given the authority to work with their own choice, they work to the best of their capabilities to show the best results.

How do I delegate a task to an employee?

Make contact with the employee

Communication between the employee and the employer is very important when it comes to delegating the task. You should discuss with the employee what you want to be done and what your expectations are related to the end result.

The employee should also know the amount of time he has to accomplish the task. You should also encourage the employee to ask questions regarding delegated tasks.

Set standards for the task

There should be a standard against which you will measure the success of the accomplished task. These standards should be defined before you delegate the task. Once you have delegated the task, changing the standards is unfair and unprofessional. It should be kept in mind that the standards you set should be realistic and easy to achieve.

Set the objectives for the task to be delegated

The objectives for getting any task done should be described clearly. When you describe the objectives clearly, you reduce the possibility of the wrong execution of delegated work due to miscommunication. Sometimes, the objectives are very obvious and simple for the employee to understand. Sometimes it can get very complex.

Get feedback continuously

A delegated task can be successfully accomplished when there is a strong and friendly relationship between management and employees. Every concerned employer follows up with the employee to stay updated regarding work. This increases the effectiveness of the completion of the delegated task. This also helps the employer learn the strengths and weaknesses of the employee working on the delegated task.

Samples

#1

Hey Rose, I hope you’re doing great. This email is to delegate to you a very important responsibility, which includes supervision of the construction project mandated on [date]. You’ve been found to be one of the most dedicated and hardworking employees, and I really want you to take up this task. The project is very important, and I want to entrust this responsibility to the most dedicated employee.

The purpose of this task is to stay diligent about the work’s progress and report back to the Project Director, Mr. Clad. I’m sure you can handle this task. I have sent you an email with attachments of the documents required to understand the task. Please confirm if you’re in. Ba-bye.

#2

Hello dear! I am sorry to disturb you on a weekend, but it’s just a text message to get your attention. I am delegating the task of software house management to you. I have seen you excel in management and supervise the tasks diligently. I understand that no one better than you can do this. I am sending you some documents on WhatsApp in which details of the task have been mentioned along with formal tenders. If you think you can take up the charge, please let me know until this evening.

I am sure you will love to manage our software house and bring innovative methods to the department. Thank you, and happy Sunday!

#3

Very Good Afternoon Paul, I have something for you. Check your email and go through all the documents I shared with you a bit earlier. If you’re okay with taking on the role of marketing manager, let me know ASAP. The position will add a lot of benefits, along with an extra 20% of your monthly remuneration. The sole objective of delegating this charge to you is to get your dedication in the field of marketing.

I am confident that you can fulfill your responsibilities in this field as professionally as you have been doing in content management. Confirm if you’re in and go through the documents. TC!

#4

Hey there! I hope you’re doing very well. I just went through the employee’s report from the previous month. I am surprised to see how well you’ve performed in data management and policy analysis, even though you don’t have any prior experience in these areas. It is striking to note that the policy analysis performed by you has been shortlisted on the website of the FBR.

Your research skills are amazing, and I have witnessed that in the previous policy analysis you performed. Looking at that, I have decided to delegate to you the responsibility of supervising the research and policy analysis in the office.

I have sent you a file via email in which the responsibilities, objectives, and scope of this position have been mentioned. Please acknowledge the task assigned and let me know via email. If you have any questions, call me anytime before 7 p.m. or send a voicemail to my number. I appreciate your hard work. Good Luck!

Sample Letter

I am sure you are aware of the conference the company is going to host next Thursday. [Name] is hosting a delegation from the most distinctive and significant company [name of the company]. They have a big name in the business world. So, we want to keep everything in the best possible condition, and for that purpose, you are being assigned some tasks to be performed on time.

  1. Make all the potential customers prepare the best speeches to deliver at the conference.
  2. Be prepared to see a spike in profile views after the conference. Make sure that the company’s LinkedIn, Twitter, or other social media profiles are up-to-date with the sort of information that will link them with the fundamental influencers.
  3. Order new business cards as soon as possible to have them in abundance on the day of the conference.
  4. Prepare your tech and make sure you come equipped with chargers and the entire device accouterments we may need at the conference to plug in and stay tied up on social media.

If you have any queries regarding these tasks assigned, do not hesitate to ask. Please provide me with a progress report on Tuesday until 4:00 p.m. This project should be your priority until you have made all the provisions. I am sure that you won’t let me down in this concern.

Thank you!

Letter Delegating a task to an employee

Letter Sample