Write a delegation brief that avoids rework

Turn a task in your head into a clear brief covering outcome, boundaries, deadline and how you want updates.

Change note: Initial version

Prompt

Write a delegation brief I can send to the person taking over a task.

Task: {{task}}
Who I am delegating to: {{person}} (their experience with this: {{experience}})
Why it matters: {{why}}
What a good result looks like to me: {{success}}
Deadline: {{deadline}}
Decisions they can make alone vs. check with me: {{authority}}
Delegation style: {{style}}

Write the brief in the first person, as me, in a warm and direct tone. Include:
- The outcome I want (not just the steps) and why it matters
- Definition of done, in 3 bullets or fewer
- Resources, examples or context they should read first (use placeholders like [link] where I did not provide them)
- Boundaries: what they can decide alone and when to check in
- Checkpoints and how I would like updates (frequency and format)
- An invitation to ask questions and to propose a better approach

Keep it under 250 words. After the brief, add a short list titled "Before you send" with 3 things I should confirm so the task does not come back to me.

Variables

• {{task}}Tasklongrequired

  Default: Create the monthly customer metrics report and present highlights in the Monday leadership meeting.

• {{person}}Persontextrequired

  Default: Jordan, analyst

• {{experience}}Experienceselectrequired

  Options: new to it, has done similar, experienced

  Default: new to it

• {{why}}Why it matterstextrequired

  Default: Leadership uses it to decide where to invest next quarter.

• {{success}}What good looks liketextrequired

  Default: Accurate numbers, one page, three insights with a recommended action each

• {{deadline}}Deadlinetextrequired

  Default: Draft by Thursday noon; present Monday

• {{authority}}Decision rightstextrequired

  Default: Can choose layout and charts alone; check with me before changing metric definitions

• {{style}}Styleselectrequired

  Options: hands-off, regular check-ins, close guidance

  Default: hands-off

Example output

Subject: Handing over the monthly customer metrics report

Hi Jordan,

I would like you to own the monthly customer metrics report from now on, including presenting the highlights at Monday's leadership meeting. Leadership uses it to decide where to invest next quarter, so clarity matters more than volume.

**What good looks like**
- Accurate numbers
- One page
- Three insights, each with a recommended action

**Before you start**
Read last month's report [link] and the metric definitions [link].

**Your call vs. mine**
You can choose layout and charts on your own. Please check with me before changing how any metric is defined.

**Timing**
I need a draft by Thursday noon. We will do a 15-minute check on Wednesday so nothing surprises us.

Please ask questions early, and if you see a better way to do any of this, tell me.

Thanks,
[Your name]

**Before you send**
1. Is the Wednesday check-in in both calendars?
2. Does Jordan have access to the data sources?
3. Have you told the leadership meeting owner that Jordan will present?

Notes

Separating the decisions someone can make alone from those they must check with you is the part that prevents both micromanagement and surprises. Edit the brief in your voice before sending.