Example Letter #1
I will need you to cover a few things for me while I am away at the training seminar in Frankfurt. I will be gone March 29 through April 2, so I will need you to process any international orders that come in during that time. You needn't worry about domestic orders unless they are specific requests for rush delivery. I will come into the office briefly at 8:00 Monday morning, so we will have time to review the procedure for international orders before I leave for the airport.
I am delegating authority to you to adjust office work schedules while I am away, and will notify our part-time employees to get your approval for any changes they may need to make. Also, I will need you to check both my e-mail and phone-mail regularly for any important messages. I will give you the access codes Monday.
Otherwise, I don't anticipate any real problems, but I will call periodically throughout the week to see how things are going. As much as I dislike being something of an imposition, the training seminars will be extremely important to us all. Thanks sincerely for your help while I am away.
Example Letter #2
I am leaving next Wednesday for a family reunion in Kansas and will be gone through that weekend. Could you conduct the morning sales meetings I normally handle on Wednesday, Thursday, and Friday? I have attached a copy of the usual agenda. Feel free to adapt it to your approach. I will make sure that all salespeople know that you are in charge.
I appreciate your doing this for me. If something comes up that I need to take care of, you can reach me at the Springfield Inn at 555-5555.
Example Letter #3
While I am away I need you to take over management of the Southern division. You have acted so well on my behalf at other times, I hardly feel there is another choice. I will be gone during the month of June. Of course Jane Doe and her database will be at your disposal, and I will leave you a telephone number to reach me in case you have a question she cannot answer.
Example Letter #4
I will be unable to attend the board meeting next Wednesday afternoon. Could you attend in my place and make the budget presentation? The meeting will start at 2:00 p.m. sharp in the conference room. You probably know as much about the budget as I do, but I am enclosing a rough draft of the presentation I was planning to make. You may modify the presentation if you wish; just don't change any of the numbers.
Thanks for your help. If you have any questions, be sure to speak to me before I leave on my trip at noon on Tuesday.
Write Your Letter Step-by-Step
Make the request or assignment. Be specific as to time, place, and the task(s) involved.
Example Sentences for Step 1
Example Phrases for Step 1
Give additional information about your replacement's specific duties.
Example Sentences for Step 2
Example Phrases for Step 2
Offer assistance in completing or understanding the extra work.