Tutorial for “Delegate New or Additional Duties”

Tips

This letter should both inform the employee of the new responsibilities and state the reason(s) for the change. It may describe the duties in detail, or simply outline them with the promise of additional training.

Steps

1. Explain why you are changing the reader's responsibilities.

Sentences

  • The company has grown to the point that we need a purchasing coordinator.
  • Your idea of establishing the position of ombudsman has met with a warm reception.
  • We need to make some adjustments in order to distribute our workload more evenly.
  • With the explosive growth in the number of calls to our help hotline, we feel that you are becoming overloaded.
  • We have been very impressed with the growth you have brought to the northern route, but realize that it has now become rather unwieldy for one person to manage.
  • We are sympathetic to your request to travel less and are very sorry that your wife is experiencing such severe health problems.

Phrases

  • after considerable analysis and discussion
  • are sympathetic to your request
  • are overloaded
  • as you are already aware
  • company has grown
  • even out our workload
  • have been very impressed with
  • make some adjustments
  • some adjustments seem necessary
  • the restructuring has led to
  • the position of
  • to accommodate the growth of
  • to manage the increasing workload in
  • up until now
  • need to establish a
  • will announce the change on
  • will be in everyone's best interests to
  • with the installation of
  • your current responsibilities include
  • your idea of
  • your suggestion that

2. Describe how the reader's duties will change.

Sentences

  • I want you to take on this position as of January 1. You will need to keep current lists of all major equipment and all purchases involving sums greater than $500.
  • Your responsibilities will include advising department heads on capital equipment purchases and making sure that equipment is not duplicated unnecessarily.
  • Jane will take over your current duties.
  • We think you are the ideal person to take on these responsibilities, and we suggest that you proceed according to the plan you outlined at our meeting on March 5.
  • You and Jane will continue to work in Classified Ads, but will do your own billing. This additional duty should be easy for you now that we have the new computer program in place. Ashley will show you how to do the billing, and we would like you to show her the ropes in the classified section.
  • From now on please concentrate on the hotline, where you have been doing extremely well. We would like you to continue to process incoming mail as well, but Jane will assume your purchasing duties.
  • It seems that our best strategy will be to move you to a desk job, at least temporarily. Please contact John, who will discuss the details with you.

Phrases

  • are the ideal person to
  • is important that you
  • major responsibilities will include
  • new responsibilities will entail
  • our best strategy seems to be
  • please concentrate your efforts on
  • proceed as we discussed
  • responsibilities will include
  • suggest that you
  • take on this position as of
  • this additional duty should be
  • will take over your current
  • will need to
  • will now be responsible for
  • will also be responsible for
  • will effect an equitable division of
  • will discuss the details
  • will continue to work in
  • would like you to continue to
  • your primary responsibility will be

3. Prompt feedback.

Sentences

  • Please meet with me in my office on Monday at 11 a.m. We will work out the details and discuss any concerns you may have.
  • This is a new adventure for the company, and doubtless there will be some problems along the way. Please do not hesitate to contact me if you need help.
  • I would appreciate a call from you within two weeks to let me know how things are working out.
  • I think you will all enjoy the new arrangement, but if any unforeseen problems arise, please let me know.
  • This poses an immediate challenge for you, but the rewards should be great. If you have any concerns, please see me.

Phrases

  • discuss any concerns
  • do not hesitate to
  • during this adjustment period
  • glad to work with you
  • how things are working out
  • if any problems arise
  • if I can help
  • if you need any help
  • if you have questions
  • iron out any problems
  • let me know
  • long term benefits
  • please meet with me
  • poses an immediate challenge
  • reevaluate the situation
  • thank you for your cooperation
  • think you will enjoy
  • when circumstances change
  • will discuss this again after
  • work out the details

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