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