Letter to an Employee for Duties and Responsibilities

Employers often communicate with their employees for a variety of reasons. The purpose of communication is always to inform the employee about certain decisions that are made in the company with regard to the job position held by the employee. 

It is a basic right of the employer to delegate responsibilities and duties to his different employees depending on their skills and competencies. With time, the employer can change his mind and change the responsibilities that were already assigned to the employee. No matter which type of decision is made, when the employer feels that this decision is going to impact the employee, he should tell him by writing the letter with a description of duties.

What is a letter to employee for duties?

It is a letter which is usually written to inform the employee about the duties that have been delegated to him recently. The employee is told through this letter that he is supposed to do the work that he has been entrusted with.

There can be many situations in which the supervisor or manager of the company is compelled to write this letter. Some of these situations are:

  1. When you come to know that your employee is not working with his full potential on the current job position, you can change his responsibilities
  2. When the employee is failed to deliver fruitful outputs
  3. When an employee shows extraordinary performance and you want to take him to a bigger platform
  4. When an employee himself tells you that he is not comfortable working with current job responsibilities
  5. When someone leaves the company and you need to substitute someone on his position

Whenever an employee is hired, he is issued a letter of employment in which he is told about the job responsibilities that he will be fulfilled while he works on that particular job post. It is important to note that an employee is not supposed to take on those responsibilities that are not mentioned in the employment letter. Therefore, when the manager of the company realizes that the employee should have been hired in a different position, he writes the letter informing him about his change of mind.

How to write this letter?

Since you are writing this letter to make a specific type of announcement, you should try to be as clear as possible. Given below are some useful instructions for you

  • Inform the employee about new responsibilities:

Start your letter straight with the information that you need to communicate via this letter. If you don’t add the needed information in the letter in a straight way, your letter might create confusion for the reader. Therefore, make sure that you are direct in your way of explaining certain things via this letter.

  • Give reason:

Since you have decided to take this step because of a particular objective, you should talk about it. It is the right of the employee to know why this decision has been taken.

  • Tell how it will be done:

The employee should know how responsibilities will be delegated to him. There might be many questions in the mind of the employee. You should include all those details in the letter.

  • Offer your assistance:

Working with new responsibilities might not be easy for the employee. You should take this fact on board and offer your help to the employee. Ask the employee to contact you if he faces any problem.

Sample letter:

Date: ——————

Subject: subject of the letter

Dear (name of the employee),

As you know that our company has started to operate on the international level also after having succeeded in domestic operations, we are thinking to focus on the international operation of the company. We have chosen you as a person who will oversee all the international sales of the company.

We have closely seen you working and come down to the conclusion that you are the best individual for this job. In the past, you have put serious efforts in boosting the sales of the company at the domestic level. So, we have decided to delegate some additional responsibilities to you.

A meeting was convened with all the stakeholders on 15th July, and it has been decided that all the responsibilities that you have been fulfilling earlier will be given to Mr. ABC and you will be given the responsibility to deal with international clients and sales.

I hope that you will work with your full potential in the best interest of the company. You will soon receive your job description and responsibilities in the written form. Feel free to contact me in case of any queries.


Your name
Company name
Position in the company

File: Word (.docx) 2007+ and iPad
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