duty assignment letter sample

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Modified Duty Letter To Employee

By Mubashir

July 16, 2024

A modified duty letter is a formal document that outlines the specific work restrictions and accommodations that an employee must follow while they are recovering from an injury or illness. It is typically issued by a healthcare provider or employer and serves as a legal record of the employee’s limitations and the employer’s obligations.

In this article, we will provide you with several templates, examples, and samples of modified duty letters to employees. These resources will help you create a clear and concise letter that outlines the employee’s restrictions and ensures that both parties are aware of their rights and responsibilities.

Modified Duty Letter to Employee

Dear [Employee Name],

This letter is to inform you that you have been assigned to modified duty effective [start date]. This decision was made in consultation with your healthcare provider and is based on your current medical condition.

During this period, you will be assigned to [list of modified duties]. These duties have been carefully selected to accommodate your physical or mental limitations while still allowing you to contribute to the team.

Your modified duty assignment is expected to last for [duration]. However, this may be subject to change based on your progress and medical clearance.

It is important that you follow all instructions from your healthcare provider and adhere to the limitations of your modified duty assignment. This is essential for your health and well-being, as well as the safety of others.

If you have any questions or concerns regarding your modified duty assignment, please do not hesitate to contact your supervisor or Human Resources.

We understand that this may be a challenging time for you. We are committed to supporting you during this period and will work with you to ensure a smooth transition back to your regular duties when possible.

Sincerely, [Your Name]

How to Write a Modified Duty Letter to an Employee

A modified duty letter is a formal document that is used to inform an employee that they will be temporarily assigned to a different job or task due to a medical condition or other restriction.

Purpose of a Modified Duty Letter

The purpose of a modified duty letter is to provide the employee with written notice of their modified work assignment and to outline the terms and conditions of the assignment.

Content of a Modified Duty Letter

A modified duty letter should include the following information:

• The employee’s name and job title
• The date of the letter
• A statement that the employee is being assigned to modified duty
• The reason for the modified duty assignment
• The start and end dates of the modified duty assignment
• The specific duties and responsibilities of the modified duty assignment
• Any restrictions or limitations on the employee’s work during the modified duty assignment
• The employee’s signature and date

Sample Modified Duty Letter

The following is a sample modified duty letter:

Dear [Employee Name], This letter is to inform you that you are being assigned to modified duty effective [start date]. This assignment is due to [reason for modified duty assignment]. During your modified duty assignment, you will be responsible for the following duties: [List of duties] You will be subject to the following restrictions during your modified duty assignment: [List of restrictions] Your modified duty assignment will end on [end date]. If you have any questions about your modified duty assignment, please do not hesitate to contact me. Sincerely, [Your Name]

FAQs about Modified Duty Letter To Employee

What is a modified duty letter.

A modified duty letter is a formal document that outlines the changes to an employee’s job duties and responsibilities due to a temporary or permanent medical condition or injury.

When is a modified duty letter used?

A modified duty letter is typically used when an employee is unable to perform their regular job duties due to a medical condition or injury, but is still able to work in a limited capacity.

What should be included in a modified duty letter?

• A description of the employee’s medical condition or injury
• A list of the employee’s modified job duties and responsibilities
• The duration of the modified duty assignment
• Any other relevant information, such as restrictions or accommodations

Who should receive a modified duty letter?

A modified duty letter should be given to the employee, their supervisor, and human resources.

What are the benefits of using a modified duty letter?

Using a modified duty letter can provide several benefits, including:

• It helps to ensure that the employee is able to continue working in a safe and productive manner.
• It helps to protect the employer from liability in the event of an accident or injury.
• It helps to maintain the employee’s morale and sense of purpose.

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Delegate New or Additional Duties

Thanks for your input during last Thursday's unit meeting. As your overtime hours have increased, we too have come to realize the unreasonable scope of your present job description. After adding six typesetting projects a month to your regular editing workload, we have decided to hire an assistant unit manager to relieve you of several administrative tasks.

While this assistant will alleviate much of your burden, we still plan to increase the number of monthly typesetting projects in your unit from 12 to 18. This increase, however, will occur only incrementally, and additional personnel will be assigned to your unit to help handle the load. Specifically, we plan to transfer two editors from Eric Doe's unit to yours. You will be responsible for training them as part-time typesetters over the next three months. If you can have them up to speed by May, we will then begin expanding to eighteen projects a month.

We will need your continued feedback during this transition phase and expect to consult with you frequently. Above all, we are eager to see your daily workload confined to a manageable number of hours. With an assistant, this should begin to happen immediately.

Now that we have established ourselves domestically, we need a person to oversee our international sales. Your ability to organize and oversee large sales efforts make you the obvious choice to take on this responsibility. You have our approval to delegate some of your present duties to John Doe while you get oriented to this new initiative.

We will hold several planning meetings during May. After June 1, you will work full-time on international sales and John will take over the rest of your local responsibilities. Our first meeting will be Monday at 9:00 a.m. I know of your interest in international sales, so this should be a rewarding assignment. If you have questions before our Monday meeting, please call.

After lengthy discussion on the matter with Mr. Doe, I have decided to add the words "circulation manager" to your job title. It seems fitting that you be formally assigned to this task, as you have been handling most of these duties anyway.

Your volume of work should remain stable, because we are bringing Jane into your department to assist you. The new duties will include coordinating delivery accounts and managing new sales activities, in addition to the circulation drill you already know well.

Please meet with me Monday at 3:00 p.m. to discuss the details of this change.

How to Write this Delegation Letter: Expert Tips and Guidelines

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.

• Explain why you are changing the reader's responsibilities.
• Describe how the reader's duties will change.
• Prompt feedback.

Write Your delegation in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases

1 explain why you are changing the reader's responsibilities., sample sentences for step 1.

• 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.

Key Phrases for Step 1

• 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.

Sample sentences for step 2.

• 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.

Key Phrases for Step 2

• 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.

Sample sentences for step 3.

• 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.

Key Phrases for Step 3

• 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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How to Write a Memo That Assigns Additional Duties

by Anam Ahmed

Published on 29 Apr 2019

The business environment is dynamic and constantly changing. Successful companies know how to adapt to the fluctuations in the marketplace by adjusting their offerings to meet the needs of consumers. In order for that to happen, companies need to be able to remain flexible with their internal organizational structure. Sometimes, it’s necessary to change roles and responsibilities within the company in order to complement the external environment.

Review the Current Job Description

If your organization needs to make some changes to an employee’s job responsibilities, you’ll need to provide them with the details in writing. Having a brief discussion with the employee is also useful as it enables them to ask questions and gain clarification. The memo acts as a written confirmation of what is discussed between you and the employee. The additional responsibilities letter format is short and clearly outlines what changes the employee can expect.

Before you draft your memo, review the employee’s current job description so you have a comprehensive understanding of what they do now. You may also want to review their past performance reviews to see what their strengths and weaknesses are. This will help you determine what kinds of changes the employee will be able to handle successfully.

For example, if your employee is a customer service representative, you may wish to increase their role by having them respond to customer inquiries over social media as well. However, if in their past performance reviews they have not had a great track record of written communication, then this may not be the best change in duties for them. However, if they excel in written communication and social media management, they may thrive with the new responsibility.

Make Sure the Changes Are Feasible

Ensure that the changes you want to make to the employee’s job description are realistic . If they already have too many tasks on their plate, then adding even more duties may overwhelm them and cause a loss in productivity. If you’re adding on additional responsibilities, you may also need to remove some other duties.

When learning about additional responsibilities, employees will want to know whether they will be compensated to reflect the changes in their role. A good sample memo for duties and responsibilities outlines if any changes will be made to the employee’s salary as a result of the changes in their job description. Ensure this increase in salary is within the budget.

Structure a Sample Letter of Duties and Responsibilities Carefully

Open your memo by stating the intention for the letter. Tell the employee that you are changing their job description. Also mention why the change is happening as it relates to the business.

In the next paragraph, focus on the employee’s strengths and the value they bring to the organization. Build on that by outlining the additional responsibilities they will be taking over. If you’re removing some of their duties to account for this change, let them know who will be taking over those areas.

Finally, if there will be a change to the employee’s salary as a result of their increasing job description, tell them about the change and from when it will be effective. Sign off by sharing your excitement for what this means for their career and for the organization. Offer to answer any questions and share next steps .

Sample Letter for Change in Job Responsibilities

Subject: Your new role

I’m writing to inform you about a change in your job description at XYZ Corp. In addition to your duties as Customer Service Representative, you will now also be responding to customer questions over our three social media channels. As we grow our business, we’re expanding the way we service our customers. We’ve conducted research with many clients and this is a service they are eager to have.

Since you’ve been with us here, you have excelled in all areas of customer service, particularly in the areas of written communication and timely response. These skills will be critical to your new responsibilities.

To reflect your changing responsibilities within our organization, and to show our appreciation for your work, you will receive a 3 percent raise effective immediately.

We’re thrilled about this new development and look forward to seeing you grow in your expanding role. Feel free to reach out if you have any questions. We’ll schedule a meeting to discuss the next steps moving forward.

Best wishes,

Crafting an Effective Letter of Assignment: A Comprehensive Guide with Sample

A letter of assignment is a critical document in various business, academic, and professional settings. It formally assigns responsibilities, tasks, or roles from one party to another. Understanding how to craft an effective letter of assignment can ensure clear communication and smooth transitions in responsibilities. This guide will explore the essential components of a letter of assignment, provide legal considerations, and offer a sample letter to help you draft your own.

Understanding the Letter of Assignment

What is a letter of assignment.

A letter of assignment is a document that formally assigns a specific task, responsibility, or job from one individual or organization to another. It is commonly used in settings such as journalism, where assignments are delegated to reporters, or in project management, where specific tasks are assigned to team members.

For more information on the role of assignments in organizational management, Harvard Business School provides a wealth of resources on organizational behavior.

Key Elements of a Letter of Assignment

Introduction : Clearly state the purpose of the letter.

Details of the Assignment : Specify the task or responsibility being assigned, including any relevant deadlines or expectations.

Resources and Authority : Outline any resources that will be provided to assist with the assignment and any authority the assignee has over others.

Expectations and Goals : Clearly define what success looks like for the assignment.

Duration of the Assignment : If applicable, state the start and end dates.

Contact Information : Provide contact details for someone who can offer assistance or answer questions related to the assignment.

To see a general template of business documents, including assignment letters, visit Purdue University’s Online Writing Lab.

Legal Considerations

When crafting a letter of assignment, it's essential to ensure that it does not violate any contractual agreements or employment laws. Consult legal resources or an attorney to confirm that all aspects of your letter are compliant with local and federal laws. The U.S. Small Business Administration offers guidelines on employment and labor laws that might be relevant.

Sample Letter of Assignment

Note: This sample is for illustrative purposes only and should be customized to meet specific needs and legal requirements.

[Your Name] [Your Position] [Your Company/Organization] [Your Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date] [Recipient Name] [Recipient Position] [Company/Organization] [Recipient Address] [City, State, Zip Code] Dear [Recipient Name], Subject: Assignment of [Task/Responsibility/Project Name] I am writing to formally assign you the responsibility of [brief description of the task or responsibility]. This assignment will commence on [start date] and will conclude on [end date], unless extended by mutual agreement. Details of the Assignment: - **Task Description**: [Detailed description of the task, including any specific expectations or deliverables.] - **Resources Provided**: [List of resources or support to be provided, including access to systems, budget information, etc.] - **Authority**: You will have the authority to [describe any authority over staff, budgets, decisions]. - **Goals and Objectives**: The primary goal of this assignment is [describe what successful completion of the assignment looks like]. Please confirm your acceptance of this assignment by signing and returning a copy of this letter. Should you have any questions or require further clarification, do not hesitate to contact me directly at [your phone number] or [your email]. Thank you for your attention to this matter and your continued contribution to our team. Sincerely, [Your Signature (if sending a hard copy)] [Your Typed Name] [Your Position] [Enclosures: if any]

Best Practices for Letter of Assignment

Clarity and conciseness.

Ensure that the letter is clear and concise. Avoid ambiguity about the responsibilities or expectations to prevent misunderstandings.

After sending the letter, follow up to ensure that the recipient has understood everything and agrees to the terms laid out in the letter.

Record Keeping

Keep a copy of the signed letter for your records. This can be useful for future reference or in case of disputes.

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A well-crafted letter of assignment not only clarifies roles and responsibilities but also sets the stage for successful project execution and employee engagement. By adhering to legal standards and following the guidelines provided, you can ensure that these documents are both effective and compliant. For further reading on employment and assignment contracts, visit Harvard University's Employment and Labor Law page .

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Assignment letter templates

A good assignment letter is essential; it forms a contract between the company and the assignee but a poorly constructed letter can lead to miscommunication about salary, allowances, benefits and more.

Our experienced Consultants are on hand to critique your company's assignment letters and, if required, create assignment letter templates in line with your policy, as well as offer expert advice and guidance on content so that your assignment letters accurately manage the expectations of the employee and the company.

Written Samples

15 sample letters of handing over duties.

In the corporate world, transitions are an inevitable part of the journey.

Whether you’re moving on to a new role within the company or embarking on a fresh adventure elsewhere, handing over your duties to a successor is a crucial step in ensuring a smooth and seamless transition.

A well-crafted handover letter not only helps your replacement understand their new responsibilities but also demonstrates your professionalism and commitment to the company’s success.

Sample Letters of Handing Over Duties

To help you navigate this process, we’ve compiled 15 sample letters that showcase the art of handing over duties with clarity, grace, and finesse.

These templates cover a wide range of scenarios, from internal promotions to departures from the company, and provide a solid foundation for crafting your personalized handover letter.

So, whether you’re a seasoned executive or a first-time manager, these sample letters will serve as your guide to writing a compelling handover document.

Let’s dive in and explore the world of seamless transitions!

Sample Letter One: Internal Promotion

Subject: Handover of Marketing Manager Duties

Dear Sarah,

Congratulations on your promotion to Marketing Manager! I am thrilled to have you as my successor and am confident that you will excel in this role.

As I transition to my new position as Head of Sales, I want to ensure that you have all the information and resources necessary to hit the ground running. Please find attached a detailed handover document that outlines your key responsibilities, ongoing projects, and important contacts within the marketing department.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a meeting next week to discuss the handover in more detail and set you up for success.

Best regards,

Sample Letter Two: Departure from the Company

Subject: Handover of Project Manager Duties

As you know, my last day with the company is next Friday. I want to take this opportunity to thank you for being an incredible colleague and to ensure a smooth transition of my duties to you.

In the attached handover document, you will find a comprehensive overview of all ongoing projects, their current status, and upcoming deadlines. I have also included contact information for key stakeholders and clients, as well as access to all relevant files and resources.

I am committed to making this transition as seamless as possible. Please don’t hesitate to reach out if you have any questions or concerns. I am confident that you will excel in this role and wish you all the best.

Sample Letter Three: Temporary Leave of Absence

Subject: Handover of Sales Representative Duties

As I prepare for my maternity leave, I want to ensure that my duties are properly handed over to you. I am grateful for your willingness to step in during my absence and am confident that you will do an excellent job.

In the attached handover document, you will find a detailed list of my current clients, their contact information, and the status of each account. I have also included a calendar of upcoming meetings and deadlines, as well as access to all necessary sales materials and resources.

Please feel free to reach out to me with any questions you may have before my leave begins. I will be available for a handover meeting next week to discuss everything in more detail.

Thank you for your support, and I look forward to working with you again upon my return.

Best wishes,

Sample Letter Four: Retirement

Subject: Handover of Accounting Manager Duties

As I approach my retirement date, I want to ensure that the transition of my duties to you is as smooth as possible. It has been an absolute pleasure working with you over the years, and I am confident that you will excel in your new role as Accounting Manager.

Attached, you will find a comprehensive handover document that outlines all key responsibilities, ongoing projects, and important contacts within the accounting department. I have also included access to all relevant files, financial reports, and software systems.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a series of meetings over the next few weeks to discuss the handover in more detail and ensure that you are fully prepared to take on this new challenge.

Wishing you all the best in your new role, and thank you for being an outstanding colleague.

Sample Letter Five: Resignation

Subject: Handover of Human Resources Coordinator Duties

Dear Jennifer,

As per my resignation letter, my last day with the company will be two weeks from today. To ensure a smooth transition, I want to provide you with all the necessary information and resources to take over my duties as Human Resources Coordinator.

In the attached handover document, you will find a detailed list of my current responsibilities, ongoing projects, and key contacts within the HR department. I have also included a calendar of upcoming meetings, deadlines, and important dates, such as performance review cycles and benefits enrollment periods.

Please feel free to reach out to me with any questions you may have during this transition period. I am committed to making this handover as seamless as possible and will be available for a meeting next week to discuss everything in more detail.

Thank you for being a fantastic colleague, and I wish you all the best in your new role.

Sample Letter Six: Department Transfer

Subject: Handover of Customer Service Representative Duties

Dear Samantha,

Congratulations on your transfer to the Customer Service department! I am thrilled to have you as my successor and am confident that you will excel in this role.

As I transition to my new position in the Sales department, I want to ensure that you have all the information and resources necessary to provide exceptional service to our customers. Please find attached a detailed handover document that outlines your key responsibilities, ongoing projects, and important contacts within the Customer Service team.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a meeting later this week to discuss the handover in more detail and set you up for success.

Sample Letter Seven: Parental Leave

Subject: Handover of Marketing Coordinator Duties

Dear Andrew,

As I prepare for my parental leave, I want to ensure that my duties are properly handed over to you. I am grateful for your willingness to step in during my absence and am confident that you will do an excellent job.

In the attached handover document, you will find a detailed list of my current projects, their status, and upcoming deadlines. I have also included contact information for key stakeholders and team members, as well as access to all necessary marketing materials and resources.

Sample Letter Eight: Sabbatical Leave

Subject: Handover of Research Scientist Duties

Dear Dr. Patel,

As I embark on my six-month sabbatical, I want to ensure that my research projects and duties are properly handed over to you. I am confident that your expertise and dedication will allow for a seamless continuation of our work.

Attached, you will find a comprehensive handover document that outlines all ongoing research projects, their current status, and upcoming milestones. I have also included contact information for key collaborators, funding agencies, and lab personnel, as well as access to all relevant data, protocols, and resources.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a series of meetings over the next two weeks to discuss the handover in more detail and ensure that you have everything you need to lead these projects to success.

Thank you for your support, and I look forward to catching up with you upon my return.

Dr. Johnson

Sample Letter Nine: Temporary Project Assignment

Subject: Handover of Project Coordinator Duties

Dear Rachel,

As I take on a temporary assignment with the Marketing team, I want to ensure that my duties as Project Coordinator are properly handed over to you. I am grateful for your willingness to step in during this period and am confident that you will do an excellent job.

In the attached handover document, you will find a detailed list of my current projects, their status, and upcoming deadlines. I have also included contact information for key stakeholders and team members, as well as access to all necessary project management tools and resources.

Please feel free to reach out to me with any questions you may have during this transition. I will be available for a handover meeting later this week to discuss everything in more detail.

Thank you for your support, and I look forward to working with you closely throughout this assignment.

Sample Letter Ten: Promotion to Managerial Role

Subject: Handover of Team Leader Duties

Dear Stephanie,

Congratulations on your well-deserved promotion to Team Leader! I am thrilled to have you as my successor and am confident that you will excel in this role.

As I transition to my new position as Department Manager, I want to ensure that you have all the information and resources necessary to lead our team to success. Please find attached a detailed handover document that outlines your key responsibilities, ongoing projects, and important contacts within the department.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a series of meetings over the next few weeks to discuss the handover in more detail and set you up for success in your new managerial role.

Christopher

Sample Letter Eleven: Secondment to Another Department

Subject: Handover of Financial Analyst Duties

Dear Marcus,

As I begin my six-month secondment to the Operations department, I want to ensure that my duties as a Financial Analyst are properly handed over to you. I am confident that your skills and experience will allow for a seamless continuation of our work.

Attached, you will find a comprehensive handover document that outlines all ongoing financial projects, their current status, and upcoming deadlines. I have also included contact information for key stakeholders, clients, and team members, as well as access to all relevant financial models, reports, and resources.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a meeting early next week to discuss the handover in more detail and ensure that you have everything you need to succeed in this role.

Sample Letter Twelve: Temporary Leave for Professional Development

Subject: Handover of Training Coordinator Duties

Dear Natalie,

As I embark on a three-month professional development program, I want to ensure that my duties as Training Coordinator are properly handed over to you. I am grateful for your willingness to step in during my absence and am confident that you will do an excellent job.

In the attached handover document, you will find a detailed list of my current training initiatives, their status, and upcoming program dates. I have also included contact information for key stakeholders, instructors, and participants, as well as access to all necessary training materials and resources.

Please feel free to reach out to me with any questions you may have before my leave begins. I will be available for a handover meeting later this week to discuss everything in more detail.

Thank you for your support, and I look forward to sharing my newfound knowledge with you upon my return.

Sample Letter Thirteen: Temporary Assignment to a Project Team

Subject: Handover of Business Analyst Duties

Dear Sophia,

As I join the new ERP implementation project team for the next three months, I want to ensure that my duties as a Business Analyst are properly handed over to you. I am confident that your expertise and dedication will allow for a seamless continuation of our work.

Attached, you will find a comprehensive handover document that outlines all ongoing projects, their current status, and upcoming milestones. I have also included contact information for key stakeholders, clients, and team members, as well as access to all relevant documentation, requirements, and resources.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a meeting early next week to discuss the handover in more detail and ensure that you have everything you need to lead these projects to success.

Sample Letter Fourteen: Temporary Transfer to Another Location

Subject: Handover of Operations Manager Duties

Dear Anthony,

As I prepare for my six-month transfer to our London office, I want to ensure that my duties as Operations Manager are properly handed over to you. I am confident that your leadership skills and operational expertise will allow for a seamless continuation of our work.

Attached, you will find a comprehensive handover document that outlines all ongoing operational initiatives, their current status, and upcoming milestones. I have also included contact information for key stakeholders, suppliers, and team members, as well as access to all relevant performance metrics, SOPs, and resources.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a series of meetings over the next two weeks to discuss the handover in more detail and ensure that you have everything you need to lead our operations to success.

Thank you for your support, and I look forward to working with you closely throughout this transition.

Sample Letter Fifteen: Temporary Leave for Volunteer Work

Subject: Handover of Community Outreach Coordinator Duties

Dear Jessica,

As I embark on a two-month volunteer assignment with a local nonprofit, I want to ensure that my duties as Community Outreach Coordinator are properly handed over to you. I am grateful for your willingness to step in during my absence and am confident that you will do an excellent job.

In the attached handover document, you will find a detailed list of my current outreach initiatives, their status, and upcoming events. I have also included contact information for key community partners, volunteers, and team members, as well as access to all necessary outreach materials and resources.

Thank you for your support, and I look forward to sharing my experiences with you upon my return.

Crafting a well-structured and informative handover letter is essential for ensuring a smooth transition of duties, whether you are moving on to a new role within the company or embarking on a new adventure elsewhere.

By using these 15 sample letters as a guide, you can create a comprehensive and personalized handover document that will set your successor up for success and demonstrate your professionalism and commitment to the company’s continued growth and success.

Remember, a successful handover is not just about passing on information; it’s about building a bridge between the past and the future, ensuring that the knowledge and experience you’ve gained can be leveraged to drive the company forward.

So, take the time to craft a thoughtful and thorough handover letter, and you’ll leave a lasting legacy of excellence that will be remembered long after you’ve moved on to your next challenge.

Template for letter of reassignment or transfer

Word & Excel Templates

Printable word and excel templates.

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:

• 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
• When the employee is failed to deliver fruitful outputs
• When an employee shows extraordinary performance and you want to take him to a bigger platform
• When an employee himself tells you that he is not comfortable working with current job responsibilities
• 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 letters:

We welcome you onboard at ABC organization. We would like to provide you with a detailed overview of your duties and responsibilities as the company’s (job title). We hope you will perform all tasks with diligence and responsibility.

Your role includes a variety of tasks including (details of duties). In addition, you are also expected to co-lead projects along with the department’s (job title) in order to share the workload and add your valuable skills to guide the team.

Please be informed that the company has a zero tolerance policy towards the negligence of duties. Moreover, you are not supposed to assign your tasks to colleagues or subordinates unless you are on leave and you have the permission of the management.

Kindly contact the HR in case you need more details about your work tasks. We look forward to a productive and successful year ahead with you.

We are delighted to congratulate you on your promotion to (job title). With this new title, you also have a new set of work responsibilities. Please take a look at the following list of duties and responsibilities that you are expected to perform in your new role.

(List of duties and responsibilities)

Feel free to contact the management in case of any ambiguities. We look forward to working productively with you.

We are writing to inform you about a temporary update in your word duties and responsibilities. Since XYZ has to quit with immediate effect due to a personal emergency, we urgently need someone to cover for her.

Since you are one of our star employees, the company has decided to entrust you with XYZ’s duties till we find a capable replacement for her. However, we understand that the extra workload may negatively affect your productivity and might also increase your work stress. Keeping this mind, XYZ’s tasks will be shared between you and ABC, another of our highly competent employees.

Please take a look at the enclosed details of new duties and responsibilities you have to perform along with your own job tasks. Kindly work closely with ABC in order to ensure a smooth workflow.

If you have any queries, feel free to contact the management. We look forward to your cooperation.

With the recent downsizing in our company, we regretfully had to bid farewell to a large number of our employees. As a result, the remaining staff will have to perform some added responsibilities. Each employee will be assigned new duties and tasks in order to keep up with the workload.

Your respective Heads of Departments will provide you with the list of new work responsibilities. We would appreciate your cooperation and hard work.

Thank you for your understanding.

This is in response to your query regarding your job description. We have enclosed a detailed list of duties and responsibilities that you are expected to perform as the company’s new (job title).

We are glad that you reached out to clear your ambiguities. Please feel free to contact us again in case there are still any confusions.

Looking forward to a productive year with you.

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 15 th 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 Size 19 KB

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10 Examples of Good and Right Assignment Letters (Latest)

• July 06, 2021
• In Miscellanea

After previously discussing about formal letter sample The following will discuss in more detail related to an example of an assignment letter.

Table of contents

Definition of Letter of Assignment

Assignment letter is a letter made by an agency or company to give a special task to its employees.

As the name implies, this assignment letter is generally made by a superior or someone with a higher rank in order to assign tasks to his subordinates to do certain tasks.

This assignment letter is also one of the types of official letters, although the use of this assignment letter is internal (only within the scope of the agency/institution).

Function and Purpose of Assignment Letter

Unlike an official letter or power of attorney, an assignment letter has several specific functions and purposes, such as:

• For an official or formal sign if someone is indeed from a recognized agency/company.
• To help the smooth running of a job if the one given the task wants to get in touch with other institutions/agencies outside the company.
• Facilitate work in the community.
• As an official sign in avoiding the occurrence of crimes against others.

Characteristics of Assignments

To distinguish an assignment letter from other types of letters, there are several special characteristics of an assignment letter, including:

• Have an explanation regarding the assignment of leaders from an agency/company to staff who will be given an assignment.
• Do not use casual language, but use standard language and have brief, solid and clear explanations.
• Have letterhead, signature from the authorizing authority and official stamp from an agency/company.
• Does not have a double meaning.
• Writing neatly and sequentially.
• Use firm and polite language.
• Easy to understand.

Parts of the Letter of Assignment

Assignments can be in the form of narratives, columns, and tables.

To make your own assignment letter, there are several important parts that must be in it, including the following:

1. Headmaster

The head of the letter consists of:

• Official letterhead. In this section the contents are in the form of a logo or symbol of an agency and are written using capital letters symmetrically.
• Assignment said. Written using capital letters symmetrically.
• Reference number.

2. Letter Body

The body of the letter consists of:

• Opening paragraph. This section covers the considerations / basis of the letter. These considerations include the reasons for the assignment letter.
• Fill in the assignment letter. It includes the word assignment to whom, the name and position of the employee who gets the assignment and writes down what tasks must be done.

3. Letter Closing

In the closing part of the letter / foot of the assignment letter, it consists of:

• Name and position of the signatory officer. The name is written using a capital letter in each element and ends with a comma.
• Full name of the official who signed the assignment letter. It is written in capital letters for the beginning of each element.
• The signature of the official giving the assignment.
• Place and date the assignment letter was made.
• Service stamp.

4. Distribution and Copy

Assignment letter is given to the person who gets the assignment. A copy of this assignment letter will be sent to the relevant officials/agencies.

5. Things to Show

If the assigned task is a collective task, then the list of assigned employees will be included in the attachment containing the serial number, name, main number, position, rank and information.

The Assignment Letter is not valid after the assigned task has been completed.

Types of Assignments

Here are some types of assignment letters that are often encountered, including:

1. Employee assignment letter

In general, this type of assignment letter is issued by an authorized official with a position above the one assigned.

3. Letter of assignment in charge of the event

For this type of assignment letter, it is usually given to individuals, collectives or individuals who have a special position to become a committee.

This assignment letter is an official assignment letter in which it also contains the jobdesk of the person who was given the letter.

2. Teacher assignment letter

There are many kinds of assignments for teachers, such as: Letters of assignment to attend training and guidance, letters of assignment to become a substitute teacher.

5. Organizational assignment letter

Organizational assignments are issued by the chairman of an organization, be it student organizations or other organizations.

The contents of the organizational assignment letter are generally intended for members of the organization or one of the members who are given the mandate to be able to regulate the activities of the organization's work program.

Example: Being the chairman of the organization's birthday, being the committee of the big day.

4. Company assignment letter

A company assignment letter is almost like an employee assignment letter.

But what distinguishes it is where the company's letter of assignment explains in more detail what tasks will be done.

While the employee assignment letter will not usually be explained in detail because it is still on a company/small business scale.

How to Make a Letter of Assignment

Here is a short way to make a good and correct assignment letter, including:

• The writing of the head of the assignment letter is the same as writing the head of the official letter. Be it in the form of a description, narrative or table.
• The word in the assignment letter uses capital letters, is symmetrical and is 4 hooks from the bottom line of the letterhead.
• The assignment letter number is typed using a distance of 1 jarak hooks.

Important points that must exist in writing a letter of assignment:

• The name of the official giving the assignment is typed by mentioning the name of the position, spaced 4 hooks below the word number.
• The name of the recipient of the assignment is spaced 3 hooks from the bottom of the space with the name and job title giving the assignment.
• If the assignor and assignee have an Employee Identification Number (NIP) then write down their NIP and title.
• If the person giving and receiving the assignment has a NIP, state the group. This one is not required, depending on the agreement of the institution, agency members, companies and also the community.
• The purpose of the letter, date and place of assignment is typed and spaced 3 hooks below the position word. And prioritize the word for.
• Use a good closing greeting, standard, and not pushy.

The following is the order of making a good and correct assignment letter:

• Letterhead.
• No Letter, Attachment and Page.
• Task Points and Time.
• Job Desk / Assigned tasks.
• Signature, Full Name and Agency Stamp.

Sample Letter of Assignment

After knowing some important points about the assignment letter, here are some examples of the assignment letter, including:

a. Sample Company Assignment Letter

LETTER OF ASSIGNMENT

Number: 1906/ST/BS/V/2018

In connection with the construction of the Sri Ratu Hotel, which is located at Jalan Cibubur No. 345 Lembang Regency, West Java Province, hereby assign to:

In order to supervise the construction work of the Sri Ratu Hotel, starting from 19 June 2020 to 02 January 2021.

All costs incurred from carrying out this task will later be charged to the cost of the development project. Applies to the party concerned in accordance with the existing rules.

Thus, this assignment letter is issued truthfully. Participants are expected to be able to carry out with full responsibility.

Bandung, 15 June 2020 Project Manager,

Gilang Setiawan, ST

b. Sample Employee Assignment Letter

Employee Assignment Surat

The undersigned as Operational Manager on behalf of PT. Forward Jaya:

Hereby has given the task to the employees of PT. Maju Jaya with:

In order to immediately work on and complete the fiber optic network installation project in the Bantul area. Not only that, he is also responsible for cleanliness, security, order and all matters related to his duties.

Thus this Letter of Assignment is given, to be used properly with full responsibility.

Bantul, 19 June 2020 Knowing, Operational manager,

c. Sample Teacher Assignment Letter

THE GOVERNMENT OF SELATAN PURWOKERTO REGENCY

EDUCATION AUTHORITIES

SMP NEGERI 1 PURWOKERTO

Pandjaitan District, South Purwokerto Regency, Central Java

Number: 09/154/SMA-1/III/2020

The undersigned is the Principal of the State Junior High School 1 Purwokerto, Pandjaitan District, South Purwokerto Regency, Central Java:

Name: Tiyas Safira, M. of

ID: 37764899910

Place, date of birth: Jakarta, December 08, 1986

Rank / goal. Room: Young Stylist/ IIB

Work Unit: SMP Negeri 1 Purwokerto

To take part in the "Training for Quality Improvement of Foreign Language and Indonesian Subject Teachers" which will be held at the General Sudirman University Meeting Building on 6 to 9 April 2018.

Thus, we convey this assignment letter so that it can be used properly and we ask the government to make a written report after participating in the activity.

Purwokerto, 27 March 2018

Principal of SMP Negeri 1 Purwokerto,

Drs. Gilang Setiawan, M. Ag

ID: 75846197658947225939

d. Example of a Temporary Substitute Teacher Assignment Letter

Number: 10/17-SM/XII/2017

The undersigned below :

Name: Setiawan Putra, M. Sc

ID: 7584357931929

Rank/ Goal.: Coach/ IV A

Position: Head of SMA Negeri 1 Banjarnegara

Name: Tiyas Safira, S. Pd

Position: Physical Education and Health Teacher at SMA Negeri 1 Banjarnegara

To carry out the task as a temporary substitute Physical Education and Health (Penjaskes) teacher at SMA Negeri 1 Banjarnegara during the even semester of the 2017/2018 academic year starting from June 19 to October 17, 2020.

Thus this Letter of Assignment is made, hopefully it can carry out its duties properly and responsibly.

Banjarnegara, 15 May 2017

Principal of SMA Negeri 1 Banjarnegara,

Setiawan Putra, M. Sc

e. Sample Organizational Assignment Letter

EAST NUSA TENGGARA STUDENTS ASSOCIATION YOGYAKARTA CITY Secretariat of Jalan Gajayana Number 87 Malang City

LETTER OF ASSIGNMENT Number: 45/ IMTB/ IIII/2020

That I, the undersigned:

• Name: Gina Wanda
• Address: Jalan Simpang Jaya Ijen No 75
• Position: Chairman of the East Nusa Tenggara Student Association

Give mandate to:

• Name: Aulia Rahma
• Address: Jalan Patimura No. 209
• Position: Chief Executive Officer

To coordinate all members of the East Nusa Tenggara Student Association throughout the city of Jogja in preparation for the organization's anniversary. This task is expected to be done on June 25, 2020 until the event is completed, namely On June 28, 2020.

Thus this letter is made so that it can be done with full responsibility. Thank you for your attention.

Yogyakarta, 22 June 2020 Chairman of the East Nusa Tenggara Student Association

f. Sample Letter of Assignment in Charge of Events

DEPARTMENT OF EDUCATION AND CULTURE WONOSOBO REGENCY SMA 2 WONOSOBO REGENCY Jalan Mawar No 17, Ijen, Wonosobo Tel: 0221976357 Fax. 737432842658

No: 10/SMA2/IIII/2020 Subject: Letter of Assignment

I, the undersigned below:

• Name: Drs. Ade Prasetya
• Position: Principal

Has Assigned Assignments To:

• Name: Sagita Mondesya
• ID: 949374359489
• Address: Jalan Maju Jaya Number 76 Wonosobo
• Position: Religion Teacher
• Work Unit: SMA 1 Wonosobo Regency

To do a task, namely to be the chairman of the even semester Mid-Semester Examination (UTS) committee in the 2020/2021 school year at SMA 1 Wonosobo Regency. The activity will be held from March 30 to April 07 2019.

Thus this letter of assignment is made to be carried out properly with full responsibility. After the training and guidance activities end, it is expected to make a written report.

Wonosobo, 15 May 2020

Principal of SMA 2 Wonosobo Regency

Drs. Ade Prasetya

g. Example of a Training Assignment Letter

DEPARTMENT OF EDUCATION AND CULTURE SMA Negeri 17 Karang Mojo Jalan Manguwoharjo IV No. 100 Depok Sleman

Number: 011/SMAN-17/SRTF/01/20 Subject: Training

In order to improve the quality of high school teachers in the Sleman area and efforts to be successful in carrying out official learning work programs Sleman district government and for the sake of realizing it as a learning city, hereby the Principal of SMA Negeri 17 Karang Mojo will give the task to:

Name: Dwi Setyani, S.Pd ID: 3528324216232 Position: Islamic Religion Teacher at SMA Negeri 17 Karang Mojo

To participate in the certification teacher training education event which will be held on January 04, 2020 to January 10, 2020 at the Teacher Training Center, District Government Education Office Sleman.

Thus this training assignment letter is made so that it can be used properly and with full responsibility. Please submit a report on the results of these activities in writing after this task is carried out.

Sleman, 27 December 2019

Principal of SMA Negeri 17 Karang Mojo,

Vishnu Putra, M.pd

h. Sample Job Assignment Letter

PT. NUSA JAYA Jln. Ahmad Yani No.19, Wonoboyo 57998

Subject: Work Assignment Letter Attachments: – Number: 002/SSK-PI/IX/2020

I, the undersigned, as Warehouse Manager in this matter act on behalf of PT. Jaya shades:

Name: Setia Budi Male gender Position: Warehouse Manager Address: Jl. Ahmad Yani No.19 Wonoboyo

Hereby declare to assign tasks to employees of PT. Nuances Jaya, namely:

Name: Laskar Santoso Male gender Position: Head Driver Address: Jl. Soekarno II No. 35 Wonoboyo

In order to be able to immediately complete the task of sending goods from the main warehouse in the Jayabaya area. But also responsible for discipline, cleanliness, security, and all matters relating to the tasks above.

Thus, I have made this work assignment letter so that it can be used properly and with full responsibility.

Wonoboyo, May 12, 2020 Knowing ,

Warehouse Manager,

Ivory Commander

i. Sample Letter of Assignment from the Education Office

PATI DISTRICT GOVERNMENT EDUCATION AUTHORITIES SMK Negeri 1 Surakarta Jalan Soekarno Hatta 19 Surakarta

LETTER OF ASSIGNMENT Number: I/II/III/2020

The undersigned as the Head of the Surakarta National Vocational School assigns tasks to:

To be able to take part in the Quality Improvement Training for English Subject Teachers which will held at the Central Java Provincial Education Office starting from March 25 to April 10, 2020.

Thus, this assignment letter is given to be carried out with full responsibility and is requested to submit a written report after participating in the event.

Surakarta, March 20, 2020 Assignor, Principal of SMK Negeri 1 Surakarta,

Gunawan Mulyono, M. Pd

WTO / Letters and Emails / Appointment / Temporary Appointment Letter Samples (Writing Tips)

Temporary Appointment Letter Samples (Writing Tips)

A temporary appointment letter is a document that offers a person employment status within an organization for a limited period. It is, however, not an employment contract but simply a means of informing the concerned party of their duties under certain terms and conditions. It also leaves the employer with the mandate to terminate this employment at any time that they deem fit, even without prior notice.

As such, it is important when you are looking to bring in some employees or outside help temporarily.

There is nothing better than being in charge of your own business, property, or even enterprise. This gives you the ability to run things as per your specifications. However, everything has a downside, and the head that wears the crown is heavy. There are times when you might need to bring in some employees or outside help temporarily. For this task, you need a letter. This is a document that offers a person employment status within an organization for a limited period. It also leaves the employer with the mandate to terminate this employment at any time that they deem fit, even without prior notice.

This letter is just as binding as an employment contract . Thus, if not done right, it may leave your enterprise open to litigation or lawsuits from disgruntled employees. This is where templates come in handy. They provide you with a collection of samples that will guide you on how to properly deliver the message and ensure that each person gets the right message from the beginning while having all your bases covered.

Temporary Appointment Letter Templates

How This Letter Works

But, how exactly do these letters work? A work contract stipulates duties and responsibilities while at the same time specifying a certain duration of employment during which you cannot be terminated from employment without repercussions. However, the letter offers no such job security . This means that you are employed and have a specific set of duties but the employer still reserves the right to terminate your status as an employee at any time without any consequence to them or their organization. He is also not obligated to give you prior notice, discuss the matter with you at length, or give valid reasons.

Appointment Letter For Employee Contract

Suitable for those scenarios when you need to outsource some contract employees to perform specific tasks that are limited to a certain setting

Temporary Appointment Letter for Staff

Best suited for employing replacement staff for open vacancies that may require immediate filling. These are low or mid-level positions for which it may take time to find a permanent employee or which can be temporarily filled by new staff while they are being vetted for permanent employment.

Temporary Non-Faculty Employee Appointment Letter

Best fit for the educational environment when a department seeks to outsource help with duties within the faculty. The employee does not become a fully-fledged member of the faculty and, as such, does not get the perks of such a position, just the salary, and responsibilities.

Temporary Appointment Letter for Teacher Sample

This is a letter sample for the employment of a teaching staff member in a certain capacity and it states all the terms and conditions of their current employment status.

Temporary Appointment Letter Format

This template finds the best use when it comes to re-delegation of duties within the company. An employee can be sick, on leave, or indisposed for an unknown period. This letter serves best to appoint another employee within the company who has the skills to carry out their duties and fill their gap while temporarily leaving their position, which they will return to once the absent employee can resume their duties.

Designer Temporary Appointment Letter Sample

Temporary Appointment Letter to a Part Time Employee

Temporary Appointment Letter Example

How do I Format a Temporary Appointment Letter?

A good temporary employment letter should contain all the following:

Name of employee

To ensure that it goes to the right person and that qualified personnel get the job.

States the position that they will be filling temporarily.

Date of employment

Defines the date on which their status as a temporary employee begins.

Clearly, it outlines the salary that they will be receiving during their employment. This helps prevent haggling after the position has been accepted by the employee.

Employment period

States the period that the person is expected to fill the previously stated position. This is a courtesy that allows them to prepare for the termination of their status .

Duties and responsibilities

States the roles that the employee is expected to fill within the organization so that they only accept the position if they feel like they can adequately fulfill the expected requirements.

Other necessary terms and conditions of employment

States extra terms and conditions , responsibilities, or conditions that the employee is expected to fulfill while acting in the position that they are about to accept. Extra duties can be detailed here.

Date of termination

States a date during which the employee can expect their employment to end. This is, however, amenable to change at the discretion of the employer.

Details of employer

Details of the employer allow for easy contact and correspondence between the employer and the temporary employee.

The best way to ensure that you capture all of these elements in detail is to opt for one of our freely available templates that will offer you the necessary guidelines, ensuring that you come up with the best possible letter.

Template for Appointment Letter

[Company’s Letterhead]

[Company’s Name]

[Company’s Address]

[City, State, Zip Code]

[Employee’s Name]

[Employee’s Address]

Dear [Employee’s Name],

Subject: Offer of Temporary Employment

We are pleased to extend to you the offer of a temporary position with [Company’s Name], in the capacity of [Position Title]. This position will commence on [Start Date] and is expected to conclude on [End Date], unless earlier termination occurs as outlined in this letter.

Role and Responsibilities:

In your role as [Position Title], you will be expected to undertake the following responsibilities:

• You will coordinate and manage [specific tasks or projects].
• You are responsible for ensuring [specific outcomes or deliverables].
• It will be your duty to communicate effectively with [teams, departments, clients, etc.].

Compensation:

Your compensation for this position will be a gross salary of [Amount], which will be payable [monthly/weekly/etc.] before deductions as per company policy. Additionally, [mention any bonuses, overtime rates, or other compensation details].

Working Hours:

Your standard working hours will be [number of hours] per week, specifically from [start time] to [end time] on [days of the week].

Terms of Employment:

Please be advised that this position is temporary and your employment with us will automatically end on [End Date], without the need for either party to issue notice. Should either party wish to terminate the employment before the end date, [mention any notice period requirements]. Furthermore, you will be expected to adhere to our standard confidentiality and non-compete agreements , which are [briefly describe any legal obligations].

During your temporary employment, you will be eligible for [list any benefits the employee will receive]. Please note that some benefits available to permanent employees may not be available to you due to the temporary nature of your position.

To accept this temporary appointment, please sign and return a copy of this letter by [Reply Deadline]. We are excited about the possibility of you joining our team and believe that you will make a significant contribution to our company.

Should you have any questions or require further details, please feel free to contact [Contact Person’s Name] at [Contact Information].

Warm regards,

[Your Name]

[Your Position Title]

Enclosures:

Copy of the Appointment Letter

[Any other relevant documents]

Sample Temporary Appointment Letter

Dear Alex Rivera,

We are delighted to offer you the temporary position of Software Development Project Manager at Innovative Tech Solutions. This position is scheduled to begin on March 15, 20XX, and will end on September 14, 20XX, unless terminated earlier as per the terms outlined in this letter.

As a Software Development Project Manager, you will have the following responsibilities:

• You will oversee the development and implementation of software projects, ensuring they meet our quality standards and deadlines.
• You are required to facilitate communication between the software development team and stakeholders to ensure project objectives are clearly understood and met.

It will be crucial for you to provide regular project updates to senior management and suggest adjustments as needed to achieve project goals.

Your compensation will be a gross salary of $7,000 per month, payable bi-weekly before deductions as per our company policy. This position also includes overtime compensation at 1.5 times your regular hourly rate for any hours worked beyond the standard 40-hour workweek.

You will work 40 hours per week, typically from 9:00 AM to 5:00 PM, Monday through Friday.

This temporary position will conclude automatically on September 14, 20XX, without requiring a notice period from either party. In the event that either party wishes to terminate the employment before this date, a notice period of two weeks will be required. Additionally, you will be bound by our confidentiality and non-compete agreement, which restricts the sharing of proprietary information and engaging in competing activities during and after your employment with us.

You will be eligible for health insurance coverage throughout the duration of your temporary employment. Please be aware that some benefits offered to permanent employees may not be accessible to you.

Please indicate your acceptance of this temporary appointment by signing and returning this letter by March 5, 20XX. We are excited about the prospect of you joining our team and are confident in your ability to contribute to our ongoing projects.

For any questions or further clarification, please do not hesitate to reach out to me directly at [email protected].

Innovative Tech Solutions

This offer of temporary employment is effectively structured and comprehensive. It clearly outlines the terms of the position, including start and end dates, responsibilities, compensation details, and working hours. The inclusion of specific responsibilities for the role enhances clarity and sets clear expectations for the employee. The letter also addresses termination procedures and the confidentiality agreement, ensuring legal compliance and protecting the company’s interests. Offering health insurance coverage demonstrates consideration for the employee’s well-being. 

The tone is professional yet welcoming, conveying enthusiasm for the candidate’s potential contribution to the team. Enclosing a copy of the appointment letter adds transparency and helps the recipient keep a record of the agreement. 

Overall, this letter effectively communicates the terms of the temporary employment offer while fostering a positive impression of the company and its commitment to its employees.

Dos and Don’ts (of Temporary Appointment Letter)

Accuracy and precision are paramount in the drafting of appointment letters to mitigate any confusion and prevent the emergence of any legal actions against you as an employer.

Here are some of the things to watch out for when writing the letter.

• Make the appointment letter simple and to the point so that no information is lost or mistranslated once the potential employee reads it.
• Ensure that the temporary’ stipulation of employment is brought out in every element of the letter. Use a readable font and proper formatting to make the letter legible to all and sundry
• Avoid the use of vague terms, poor sentence structure, or jargon that may be hard for the potential employee to understand, as this is bound to lead to some problems later on.

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• Mention the reason for the change in duties of the employee in this letter. You could detail the new responsibilities of the employee. You could otherwise choose to brief him or her about the new role. Add details of a training to be conducted in the future.
• Mention the exact reason for the change in the roles and responsibilities of the reader.
• Detail the duties of the employee in the new role.
• Give a prompt feedback of the employee's previous role.

SAMPLE LETTER

[Letter Date]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Now that our domestic company is doing well, we need someone to manage our international sales. We decided to choose you for this assignment because you have excellent skills in organizing and overseeing significant sales efforts. We are giving you permission to designate James Dell to handle some of your existing responsibilities while you are familiarizing yourself with this new endeavor. We will be holding planning meetings this coming April. You will be giving all your time to your new assignment by the first of May and James will be handling your local responsibilities by then. We will have our first meeting next Monday at 8:30 AM. I am aware that you have a passion for international sales, so, for sure, this will be a rewarding job for you. If you have inquiries before our meeting this Monday, you can just call me anytime.

Sincerely, [Senders Name] [Senders Title] -Optional-

[Enclosures: number] - Optional - cc: [Name of copy recipient] - Optional -

Sample letter to delegate other duties to an assistant.

Further things to consider when writing delegation letters to team members

Delegation Letters

Delegation letters are written statements of procedures, terms, and conditions that a person (delegate) must follow to execute the assigned or delegated tasks. Delegation means empowering or giving someone the authority to perform a task. In the workplace, when someone is overloaded or not available for some time, he/she can choose to delegate his/her responsibilities to others. It might be a special project, a follow-up to a complaint, or any other duties that should be performed in the person's absence - the best and the most formal way to delegate is by issuing a delegation letter. Delegation letters are clear, precise and should have a lighter tone. Mention the responsibilities or duties you are delegating and their requirements. State further training needed to perform the tasks if any. Provide all the information needed including details about the time, venue, and deadlines, leaving no room for misunderstanding. Be direct and clearly state how you expect the recipient to perform the tasks. If necessary, mention how many hours you expect the recipient to spend on the delegated tasks. Close the letter with a positive tone and mention that you will be willing to offer any necessary assistance to the recipient.

Letters to Team Members

Letters to team members are letters sent to people belonging to a specific group involved in striving to achieve a common goal. These could be appreciation letters to show gratitude and acknowledgment for the efforts of team members or motivation letters to offer encouragement. Communicating with the people who helped you achieve your goals is one of the most effective ways to strengthen your network and your work relationships. Everyone loves to be appreciated for his/her efforts and encouraged when the going gets tough. The best way to do this is to draft a letter to communicate your feelings. Letters to team members can be informal as these are people whom you know pretty well. Begin by stating the objective of your letter. Go directly to the point and deliver your message. If you are writing to appreciate the team members' for outstanding performance, recognize the skills they used to achieve that performance. If the letter is meant to give motivation to the team, offer your encouragement assertively and in a sensitive tone. Avoid making negative comments directed to members who seem to be lagging behind. End the letter with a positive remark or a statement of encouragement.

These articles may interest you

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Areas of Special Emphasis

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NCOER Duty Descriptions

Below are duty descriptions by MOS or position or additional duty. If you don't see a page for your MOS or additional duty, enter it in the form at the bottom of this page and a page will be made for it within a couple of days.

• 00F MOS Immaterial, National Guard
• 00G MOS Immaterial, Reserve
• 09L Interpreter/Translator
• CMF 11 Duty Descriptions
• CMF 12 Duty Descriptions
• CMF 13 Duty Descriptions
• CMF 14 Duty Descriptions
• CMF 15 Duty Descriptions
• CMF 17 Duty Descriptions
• CMF 18 Duty Descriptions
• CMF 19 Duty Descriptions
• CMF 21 Duty Descriptions
• CMF 25 Duty Descriptions
• CMF 27 Duty Descriptions
• 29E Electronic Warfare Specialist
• CMF 31 Duty Descriptions
• CMF 35 Duty Descriptions
• CMF 36 Duty Descriptions
• CMF 37 Duty Descriptions
• CMF 38 Duty Descriptions
• CMF 42 Duty Descriptions
• CMF 46 Duty Descriptions
• 51C Contracting NCO
• 52D (Now 91D) Power Generation
• CMF 56 Duty Descriptions
• CMF 63 Duty Descriptions
• CMF 66 Duty Descriptions
• CMF 68 Duty Descriptions
• CMF 70 Duty Descriptions
• 74D Chemical Operations Specialist
• CMF 79 Duty Descriptions
• CMF 88 Duty Descriptions
• CMF 89 Duty Descriptions
• CMF 91 Duty Descriptions
• CMF 92 Duty Descriptions
• CMF 94 Duty Descriptions
• 96B (now 35F) Intelligence Analyst
• 96D (now 35G) Imagery Analyst

Additional duty

• Ammunition NCO/Manager
• Arms Room NCO
• Assistant Operations NCO
• Aviation Element
• Aviation Platoon Sergeant
• Barracks Management NCO
• Battalion Maintenance officer
• Brigade Strength Manager
• Building Manager/Facility Management
• Casualty Affairs Office
• Clinical Flight Coordinator
• Combat Lifesaver
• Combatives Advisor
• Command Language Program Manager
• Command Post
• Command Sergeant Major (CSM)
• COMSEC Custodian
• Current Operations NCO
• Defense Travel System (DTS)
• Deployment NCOIC
• Detachment Sergeant
• Drill Sergeant
• Enlisted Aide
• Entry Control Point (ECP)
• Equal Opportunity Advisor
• Escort, Security
• Executive Officer (XO)
• Executive Operations NCO
• Family Readiness Liaison
• Fire Team Leader
• First Sergeant
• Force Protection NCO
• Forward Observer
• Future Operations (FUOPS)
• Honor Guard
• Information Management Office (IMO)
• Inspector/IG
• International Military Student Officer (IMSO)
• Instructor/Writer
• Joint Terminal Attack Controller (JTAC)
• Knowledge Manager
• Liaison Noncommissioned Officer (LNO)
• Mail Clerk/NCOIC
• Material Management NCO
• Medical Readiness NCO
• Military Financial Advisor
• Motor Sergeant
• NCOIC Duty Description
• Observer Controller Trainer (OC/T)
• Operations NCO
• Orderly Room NCO
• Physical Security Officer (PSO)
• Plans Officer
• Platoon Sergeant
• Property Book Officer (PBO)
• Protective Service Agent
• Protocol Officer
• Provost Marshals Office
• Quality Control
• Range Operations
• Readiness NCO
• Rear Detachment NCOIC/1SG/SGM
• Rear Detachment Sergeant
• Rear Detachment Platoon Sergeant
• Rear Detachment Shift Leader
• Recruiter Duty Descriptions
• RSP Training NCO
• S-3 Duty Descriptions
• S-4 Duty Descriptions
• SAMS-E Operator
• Schools and DTS NCO
• Senior Leader Course (SLC)
• Senior Mechanic
• Senior Supply NCO
• Sergeant of the Guard
• Sexual Assault Response Coordinator (SARC)
• Small Group Leader
• Soldier Recovery Unit (SRU)
• Sponsorship Program NCO
• Squad Leader
• Staff Duty NCO
• Subsistence NCO
• Survey Administrator
• Targeting NCO
• Terminal Area Security Officer (TASO)
• Team Leader
• Technical Inspector
• Test Control Officer
• TMDE Program Manager
• Training NCO
• Unit Administrator
• Unit Armorer
• Unit Movement Officer
• Unit Prevention Leader (UPL)
• Unit RESET Planner
• Unit Supply Sergeant
• Victim Advocate
• Voting Assistance Officer (VAO)
• Warehouse Manager
• XO (Executive Officer)
• Misc Duty Descriptions

DA PAM 623-3, Evaluation Reporting System

3-6. Part III, Duty Description

This information is written by the rater and verified with the rated NCO. Refer to DA PAM 623-3, Evaluation Reporting System, table 3-3 for duty description evaluation instructions. The duty description:

Is an outline of the normal requirements of the specific duty position. Should show type of work required rather than frequently changing tasks. Is essential to performance counseling and evaluation. It is used during the first counseling session to tell the rated NCO what the duties are and what needs to be emphasized. May be updated during the rating period. Is used at the end of the rating period to record what was important about the duties.

NCOER Part : IIIc: Daily Duties and Scope

These must include a series of phrases, starting with verbs/action words and separated by semicolons and ending in a period. This block should address the most important routine duties and responsibilities. Ideally, this should include the number of people supervised, equipment, facilities, and dollars involved and any other routine duties and responsibilities.

Readiness NCO or training NCO. For ARNGUS AGR Soldiers assigned as readiness NCO or training NCO, enter both the NCO's TOE or TDA assignment and the full-time support titles such as Chief or Firing Battery/Readiness NCO. Include a mix of both the position duties and the full-time support duties in Part IIIc, d, and e.

NCOER Part : IIId: Areas of Special Emphasis

Enter areas of special emphasis/appointed duties. These must include a list of tasks/duties separated by semicolons and ending with a period. This block is the most likely to change during the rating period. It should include the most important items that applied at any time during the rating period. ARNGUS AGR Soldiers assigned as readiness NCO or training NCO, enter both the NCO's TOE or TDA assignment and the full-time support titles such as Chief or Firing Battery/Readiness NCO. Include a mix of both the position duties and the full-time support duties in Part IIIc, d, and e.

NCOER Part : IIIe: Appointed Duties

Include duties appointed that are not normally included in the duty description. For ARNGUS AGR Soldiers assigned as Readiness NCO or Training NCO, enter both the NCO's TOE or TDA assignment and the full-time support titles such as Chief or Firing Battery/Readiness NCO. Include a mix of both the position duties and the full-time support duties in Part III, d, and e.

NCOER Part : IIIf: Counseling Dates

Enter the actual dates of the counseling obtained from the DA Form 2166-8-1 (YYYYMMDD). When counseling dates are omitted, the senior rater will enter a statement in part Ve, explaining why counseling was not accomplished. The absence of counseling will not be used as the sole basis for an appeal. However, the lack of counseling may be used to help support other claims made in an appeal.

Use this form to contribute examples.

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