Example Email to Assign Tasks

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Example Email to Assign Tasks

Before we show you how to assign tasks over email, let us show you two bad example emails to assign tasks.

Bad example 1

“Hi Fred,

Drop whatever you are doing. We have a new priority, start working on the new presentation. We need it asap.

Thanks,
Betty"

Bad example 2

“Hi team,

Drop whatever you are doing. I need the new prototype within the next few weeks.

Thanks,
Betty"

Let’s now understand why these emails are bad for assigning tasks.

With email 1 and email 2, while they are concise, they fail to provide specific instructions that are required to carry out the work. They also fail to provide a clear deadline for the project.

Email 2 is addressing a team, without specific instructions to team members and it is unclear who is responsible for doing what.

Writing an email to assign tasks can be a bit tricky as it is easy to miscommunicate expectations. That’s why we wrote this blog post highlighting best practices and templates that you can use in your workflow to avoid such mistakes.

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Example email to assign tasks

Here are some basic guidelines to follow when writing emails to assign tasks:

  1. Be concise - Your purpose of delegation is to save time. Don’t waste your and someone else’s time with long, unnecessary backstories. Simply explain why the task needs to be performed and how.

  2. Specify tasks to team members by name - When addressing a group of people in an email, be specific about who's responsible for which task and which other team members are expected to contribute. If you leave it up to the whole group to get the job done, you may trigger the "bystander effect", and the task will go unfinished.

  3. Give specific instructions - Set clear expectations. Don’t leave it up to the other person to decide what you are asking them to do. For example, saying “update this material” can be easily interpreted in two different ways: update all pages of this material or only change a few lines of this material. Give specific directions for what needs get done and how you want it done.

  4. Set a clear deadline - Always provide a realistic deadline for task completion. If you don’t, you run the risk of having to repeatedly follow up on a task that keeps getting put off until later.

Example Email to Assign Tasks to an Employee

Example 1 - prioritized task with instructions
Hi {formtext: name=first name; cols=8},

I am assigning a new task to you. I need you with {formtext: name=task description; cols=18}. Here are some more details instructions: {formparagraph: name=add task instructions here; default=; cols=30; rows=4}

This is a {formmenu: name=priority; cols=20; top priority; default=standard priority; low priority} task.

{if: priority=="top priority"}Please note that this is a priority task and you should prioritize this above every other task at hand. We need you to finish this within 7 days and expect the delivery by {time: LL; shift=+7D}. Given the importance of this task, feel free to reach out to Mark and request additional resources if you need them.{else}This is not a top priority task, consider working on this task when higher priority tasks are complete. Try to aim for completion by {time: LL; shift=+2W} and let Mark know when you start working on it.{endif}

{formtoggle: name=Provide additional instructions; default=no}

{formparagraph: name=add additional instructions here; cols=55; rows=10; default=1. Once the task is over, please contact your manager and create a ticket for quality assurance. 2. Attach the QA report and your own review of the module performance and sync with your PM. 3. Don't deploy before QA and your manager's review. 4. Keep your Engineering lead in the loop. Resources: a. Our module submission guidelines: www.example.com/guidelines b. Security practices to follow: www.example.com/security}{endformtoggle}

Let me know if you have any questions.

Thank you, Andrea
_

Email with task example in action

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Example Email to Delegate Tasks While You Are Away

Example 2 - delegating while ooo

Hi {formtext: name=first name; cols=8},

I’ll be out of office between {formdate: LL; name=date1} and {formdate: LL; name=date2}, so I’ll need you to cover some things for me while I am away.

I need your assistance in: {formparagraph: name=task instructions; default= Communicating with the freelance writers, following up on content deadlines, and submitting the invoices to accounts ; cols=40; rows=5}

Please schedule a meeting for the two of us in the {formmenu: name=time; afternoon; default=morning; evening} of {formdate: LL; name=date3} and we can discuss this in more details before I leave?

Much appreciated, Giovanni

_

Example Email Template to Assign Task of Collecting Information

Example 3 - collecting information before meeting
Hi {formtext: name=first name; cols=8},

We are meeting {formtext: name=e.g. a new client} on ​​{formdate: LL} and I need your help preparing for the meeting.

I need your assistance with collecting the following information: {formparagraph: name=info requested; default=; cols=30; rows=4}

I would be grateful if you can send this information to us by {formdate: LL; name=date2}.

We appreciate your help with this request.

Thanks, Robert
_

Example Email Template to Assign Task of Creating a Presentation

Example 4 - help creating presentation
Hi {formtext: name=first name; cols=8},

We are meeting {formtext: name=e.g. a new client} on ​​{formdate: LL} and they are interested in our products.

I need you to create a presentation for the meeting covering the following: {formparagraph: name=presentation info; default=; cols=30; rows=4}

I would be grateful if you can send this information to us by {formdate: LL; name=date2}.

I appreciate your help with this request.

Thank you in advance, Robert
_

Example Email Template to Assign Task(s) to a team member

Example 5 - task with deadline
Hi {formtext: name=first name; cols=8},

I need your help with something. Can you please {formtext: name=task name; cols=12} by {formdate: LL}. The task is {formmenu: name=task1; a bit complicated; default=very simple to do}. Here’s what you need to do: {formparagraph: name=task instructions; default=; cols=30; rows=4}

I hope these instructions are sufficient. Please let me know if you have any questions.

Best Regards, Robert
_

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