Example Letter #1
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.
Example Letter #2
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.
Example Letter #3
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.
Write Your Letter Step-by-Step
Explain why you are changing the reader's responsibilities.
Describe how the reader's duties will change.