Letter to Delegate the Responsibilities during a Trip

This letter is written to someone when you are not available to work and want to provide your replacement. The letter should include all the details related to the replacement so that the work can be continued successfully. The letter should be written in such a way that the reader can fully understand the matter without any confusion.

All the necessary details such as deadlines and responsibilities should be explained in the letter comprehensively. The task which has been assigned to you or the request that wants to make should be clearly written in the letter. The details about the place, date, and the assigned task are also the main part of the letter.

The information which is needed to perform the task of delegating responsibilities should also be mentioned in the letter. If you think that you are ready to perform any extra task during the trip, then mention it. The tone of the letter should be positive and polite.

Letter -1

I have to go out of [city] for some business meetings and I will not be available from [23rd July] to [31st July]. Please process all the orders during this time duration if they request rush delivery. I allow you to make some work schedules in my absence. I will also give approval to my employees to make urgent changes in the projects if required.

I will stay in touch during this trip and will keep guiding my employees. I don’t want to put you in trouble but this meeting is very important for me. Thanks for your cooperation.


I will be out for a week-long family trip from 1st to 15th of September. You are hereby being delegated some responsibilities in my absence. First, you are required to chair daily sales meetings in the evening. The agenda of these meetings is attached herewith. I will let all people know that you are heading sales meetings in my absence to avoid any inconvenience.

Secondly, I want you to process and complete all the international orders which are pending. Don’t bother about domestic orders unless you receive special instructions from me. Before leaving for the airport, I will be available in the office on Monday for short time. We will review the procedure for the completion of international orders.

You will also be required to check my email account on daily basis for important messages. Access code to my email code will be communicated to you on Monday. I am delegating these important responsibilities because I am confident that you can deal with all business-related matters. I am also notifying all the employees to get your approval before and after any project.

I am not anticipating any problem, yet I will be in touch with you to ask about any difficulties if any. I appreciate your help in this regard. If you want to ask anything, feel free to contact me before I leave on Monday.

Thanking you in anticipation.



You are hereby informed that I will be out of the country to attend an important meeting in California from 1st to 15th September. You are required to take the charge of the office in my absence and will perform my duties in addition to your own. I know it will be a hectic task for you to handle additional duties, but I am hopeful that you are capable enough to do it.

You will be required to.

  1. Submit daily sales reports to the country head before you leave the office.
  2. Handle all queries and matters which are concerned to me.
  3. Sign and attest all those documents that need my immediate approval.
  4. Deal with the approvals under US$1000.

I am confident that you are acquainted with all the company rules to perform all the above-mentioned duties. Last year, when I had to attend a foreign seminar, you performed my duties in my absence. Management highly appreciated your kind support. This time I expect you to do the same for me.

You are hereby assured that I will also perform your duties whenever needed. I will be in touch with you from time to time to know the progress of the company’s ongoing projects. Please let me know anything that needs clarification before I leave for the conference.

Thanking you in anticipation.



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