A Delegation letter is written by an individual who is unable to attend to a task or function and writes to inform the recipient of the letter that he is delegating his authority to another party. The letter should state the charged party’s name and credentials, as well as the confidence of the sender in this appointed delegation. It is most often required that the individual writing the letter must mention the reason as to why they will be unable to attend to a task or a function. However, if the reasons are extremely personal, one can refrain from doing so.
The letter should include a note of apology from the sender, and it must have a sympathetic undertone to it. It must be written in a formal manner. Since this is a letter of delegation, the writer must provide the contact details of the other party who would perform instead of the sender.
The following is a sample of a Delegation letter
Dr. Peter Grant
Winchester Clinical Services
4133 Glory Road
Winchester, TN 37398
Joy D. Brown
Cedar Rapids Public School
382 Pyramid Valley Road
Cedar Rapids, IA 52404
Subject: Delegation of Speech
Thank you for your kind invitation to address your students on ‘Health is Wealth’ seminar on DD/MM/YYYY. It is indeed an honor to have been asked by you to address the school children about the intake of proper food. However, I will have to decline the invitation with a heavy heart.
Looking at my appointments for February, I am sorry to inform you that I have been fully booked with operations and urgent medical consultations. I understand that the address is necessary to educate your students on good health and hygiene, and I deeply apologize for my unavailability.
However, I would be happy to delegate this important task to my colleague, Dr. Mary Parker, who is a qualified dietitian. I believe Dr. Parker would be an excellent motivator to your young learners on this topic as she is very interactive with young people. I must say that Dr.Mary is an excellent dietitian, more so than I am and is more approachable by kids. I would highly recommend that you continue the seminar by letting Dr. Mary conduct it.
If my delegation of a candidate for your intended address is acceptable, please comunicate with Dr. Mary Parker at our clinic as soon as possible. I have also attached her personal phone number and email address along with this letter. I have already talked to her regarding this matter, and she awaits your call. Please do not hesitate to contact her.
Dr. Peter Grant