Delegate Responsibilities During Your Absence: 9+ Examples & Templates for Smooth Transitions
Letter #1: Delegate International Order Processing During Absence
I will be attending a training seminar in [location] from [start date] to [end date]. During my absence, please process any incoming international orders. You can disregard domestic orders unless they are marked for rush delivery. We'll review the international order procedure on [date] at [time] before I leave.
You're authorized to adjust office schedules and notify part-time employees to seek your approval for any changes. Please also check my email and voicemail for important messages. I'll provide access codes on [date]. I'll call periodically to check in, and I appreciate your assistance during my absence.
Letter #2: Lead Sales Meetings During My Absence
I will be away from [start date] to [end date] for a family reunion. Please lead the morning sales meetings on [dates]. A copy of the usual agenda is attached, but feel free to adapt it. I will inform the sales team that you are in charge. You can reach me at [phone number] if needed.
Letter #3: Manage Southern Division During My Absence
During my absence in [month], I need you to manage the Southern division. [Name] and their database are available to assist you. I'll provide you with a phone number to reach me if you have any questions. Thank you for your support.
Letter #4: Deliver Budget Presentation at Board Meeting
I am unable to attend the board meeting on [date] at [time]. Please attend in my place and deliver the budget presentation. A draft of my planned presentation is enclosed, but feel free to modify it as needed (except for the numbers). If you have questions, please ask before I leave on [date] at [time].
Letter #5: Oversee Social Media Accounts During My Absence
While I'm away, please manage our social media accounts. Respond to comments and messages, schedule posts, and monitor any campaigns. I'll share login details and any relevant information before I leave.
Letter #6: Manage Client Communications
I'll be unavailable for [duration]. During this time, please handle all client communications. Respond to emails, phone calls, and address any urgent concerns. Update me upon my return.
Letter #7: Supervise Team Projects and Deadlines
During my absence, please oversee the progress of ongoing projects. Ensure deadlines are met, address any issues, and keep me updated on any significant developments.
Letter #8: Oversee Daily Operations
While I'm away, you'll be responsible for daily operations. Manage schedules, delegate tasks, and address any issues that arise. Feel free to contact me if needed.
Letter #9: Conduct Interviews and Make Hiring Decisions
We have several open positions to fill. While I'm away, please conduct interviews with candidates and make hiring decisions based on our established criteria.
Letter #10: Represent Company at Industry Conference
I won't be able to attend the [conference name] on [date]. Please attend on behalf of our company, network with others, and represent our interests in any discussions or presentations.
Expert Tips
- Clearly outline the responsibilities being delegated, including specific tasks and deadlines.
- Provide contact information and availability in case of questions or concerns.
- Express confidence in the person's ability to handle the responsibilities.
- Offer any relevant resources or information to assist with the tasks.
- Thank the person for their willingness to take on the additional workload.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own delegation letter effectively:
Sample Sentences
- Please chair the committee meeting scheduled for Wednesday November 5 in the conference room. I will be at the Doe plant.
- I am heading for Springfield tomorrow and will not be able to attend Thursday's meeting. Could you take my place and make the report on the current status of the Doe project? The meeting will start at 9:30 a.m. in the 2nd floor board room.
- I will be away for the rest of the week. Would you please meet with Mr. Johnson on Thursday at 2:00 p.m. and brief him on the Doe Corporation account?
- I would appreciate your filling in for me during my absence from January 15 to February 9.
- I will be away from January 15 to February 9, and Mrs. Doe will be acting head during this period.
- I will be unable to attend the interdepartmental meeting on Thursday and have asked John Doe to attend in my place.
Key Phrases
- a period of one week, starting on
- am confident that you can
- due to a schedule conflict
- during my absence
- fill in for
- have asked Jane Doe to act as
- have been called away to
- in my absence
- need you to
- take my place
- take over for me
- will be unable to
- will need to
- will take my place during
- will be unavailable
- will act as
- will be away until
- won't be able to
- would appreciate your
- your filling in for
Sample Sentences
- The meeting agenda is attached. Field everything you can and list any items I will need to follow up on.
- All the information you need is enclosed.
- The file is on my desk, but I am sure you are already conversant with the situation.
- The main challenge will be dealing with approvals. Just use your best judgment on anything under $1,000. Anything over that should be postponed for review.
- Please refer any questions or problems to her.
- He is thoroughly acquainted with the Doe situation and will be able to report on the progress of that project.
Key Phrases
- agenda is attached
- am sure you are already conversant with
- am confident that you can
- day-to-day running of
- have enclosed information about
- items that need my review
- items on the agenda
- keep a list of
- main challenge will be
- refer any problems to
- refer any questions to
- secretary can furnish you with
- the information you need is
- the meeting will start at
- will need to
- will be able to field
- will report to
- will need to report on
- will be responsible for
- will brief you on
Sample Sentences
- If you have any questions, let me know.
- I will call you from Springfield early Thursday morning to let you know if plans have changed.
- I am sure you will be fine. If you do have any questions, leave a message for me at the Springfield office (555-5555). They will be able to track me down.
- I will contact you every week or so while I am away, but I am confident that you can handle virtually anything that may come up.
- I will call in from time to time, but I am sure that Mrs. Doe will be able to assist you with anything you may need during my absence.
- If you have any concerns about this, please let me know.
Key Phrases
- am confident that you
- am sure that you will
- before I leave
- can leave a message for me at
- do your usual fine job
- feel free to call on
- from time to time
- greatest challenge will be
- have no doubt that you
- if you have any concerns
- if you have any questions
- let you know
- please let me know
- secretary is conversant with
- should any unusual problems arise
- will brief you on
- will be able to assist you
- will be in touch
- will call you on
- will call in
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