Directive Letter for Special Task

Directive Letter for Special Task

Letters Kate

Sometimes, the company has to assign a special task to an employee. To accomplish that task, it is the responsibility of the company to give detailed and clear instructions about the task to be completed.

The company writes Directive letters to its employees when it wants to give directions about something. These are professionally written letters used to communicate with the employees.

Although using letters in real life is obsolete, companies still use them to communicate with their employees. They believe that directions given in written form are more effective as they rule out all the chances of getting misunderstood. And most importantly the letters are part of the official record.

When an employer wants to assign a special task to his employee, he can write a directive letter. These letters tell the employee that a special task is going to be assigned to him and he will have to complete it. Additional details regarding the special task are also mentioned in this directive letter.

Tips for writing the letter:

Here are some guidelines for writing the directive letter successfully:

  1. Make sure that you write the letter clearly so that the employee can understand all the directions. It is recommended to mention the directions in the form of bullet points that not only increase the readability of the letter but also make it easier for an employee to memorize them.
  2. Since you are going to assign a special task to an employee, it is important to mention all the details that are needed.
  3. The deadline for completing the task should also be given in the letter.
  4. Make sure that you mention all the directions in the letter. Giving additional directions later can cause inconvenience for the employee. It also shows your unprofessional behavior.
  5. You should clearly describe the reason for issuing the directive letter to the employee. Make sure that he clearly understands the reason.
  6. It is important to mention the benefits of assigning the task to the employee. It should also be stated how it is going to be beneficial for people.

Sample Letters

#1

I would like to assign you the task of organizing the XYZ workshop for our department. The workshop should be scheduled for the next month. The focus of the session should be on enhancing communication skills.

Please arrange the workshop within a budget of (amount). The venue should be within the vicinity of the office so that our employees find it convenient to reach the venue without conveyance issues. Additionally, plan engaging activities for the participants to help them improve their communication skills.

Kindly provide me with a detailed plan by the end of the next week. Feel free to reach out if you have any questions.

I look forward to your input.

#2

I am writing to assign you the responsibility of coordinating our upcoming client presentation scheduled for (date) at 3 PM. Please make sure the presentation is ready by this Friday. Send a soft copy of the presentation to me for approval before finalizing it with your team.

I would also like to have a demonstration of the presentation 2 days before the actual client meeting. This will give your team sufficient time to make any changes if required. Lastly, make sure Board Room 4 is available from 3 PM to 5 PM on the day of the presentation. There should be no disturbances or interruptions during this time.

Do keep me informed about your progress. Feel free to reach out in case there are any issues.

#3

We are delighted to inform you that the management has nominated you to lead the XYZ project. Therefore, you have the responsibility of guiding the team and completing the project within the deadline, which is the 30th of July, 20XX.

Kindly make sure the project is completed within the allocated budget of (amount). You will provide a detailed expenditure report at the end of the project. You are also required to provide the management with weekly progress reports.

Feel free to reach out in case of any ambiguities or issues.

#4

We are assigning you an urgent task that needs immediate attention. As per the client’s new requirements, we need to deliver the consignment earlier than the previously agreed-upon deadline. We, therefore, need you to assist the project supervisor, XYZ.

Kindly report to XYZ tomorrow and follow his instructions. You will assist him in leading the team towards the project goals.

Thank you for your cooperation and assistance.

#5

I am assigning you the task of arranging interviews for the position of (job title) in the coming week. Since the immediate resignation of XYZ, we need to fill up the position urgently to maintain our work efficiency.

You may use our social media platforms to advertise the job opening and inform us about the interview date and time.

Let me know if you need further details. Thank you for your assistance.

#6

This is to inform you that the company [XYZ] has been invited to the conference held by the [COMPANY NAME] this month on [date & day]. The board of directors has unanimously finalized your name to lead the team as a managing director. For this purpose, the very first task you are supposed to deal with is to choose your team consisting of four members including you.

You will deliver an impressive and eloquent speech as well. Be prepared for that in the best possible way and assign your team members some important tasks to be performed there. For example, they will be taking notes of all the important happenings there & will be capturing the moments when you will be delivering your speech.

Keep me constantly informed on your progress. I trust in your aptitudes & wish you the best of luck. We are digging the ground for the great impact that you will leave there. Don’t be reluctant at all to contact me if you have any requests or questions you would like to ask.

Thank you!

Directive Letter for Special Task

Letter File: 84 KB

Download