Delegation Templates: Emails, SOPs, & Task Briefs That Save You Hours

Layne Martin
Nov 17
3 min read

Most business owners don’t struggle with delegation because they’re “bad at it.” They struggle because they don’t have templates — simple structures that remove the friction of handing off a task.

Delegation isn’t a personality trait. It’s a system. And once you have the right scripts and formats, everything gets easier: communication, quality control, speed, and trust.

Below are three highly effective templates you can steal and start using TODAY.

Whether you’re delegating to an assistant, enlisting a contractor's help, or just reminding yourself how to do the damn thing with a well-crafted SOP (standard operating procedure) — these will save you hours every single week.

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1. The Delegation Email Template

Use this for quick hand-offs that don’t require a full SOP.

Subject: Task for This Week — {Task Name}

Hi {Name},

Here’s a new task I’d like you to take on:

📌 Goal: A one-sentence explanation of the outcome. (Example: “Create the social media posts for my January launch.”)

📌 Deliverables:

What should be delivered
In what format
Where it should be uploaded/submitted

📌 Deadline:Date + time + timezone (Assistants LOVE clarity!)

📌 Examples or References: Links, docs, screenshots — whatever helps. I like using Loom.com to record a quick video walking through instructions verbally. Loom spits out an instant weblink your team member can use to watch online. No slow ass video files to upload and download. Just clarity!

📌 Constraints / Must-Follow Rules:

Brand tone
Design guidelines
File naming conventions
Anything that can’t be missed

📌 Success Looks Like:Describe the finished product in 1–2 sentences.

Let me know if anything needs clarification.

Thank you!

— {Your Name}

Why it works:This eliminates 90% of the back-and-forth. It sets expectations clearly, so your assistant can work confidently without guessing.

2. The SOP Template (Standard Operating Procedure)

This is perfect for tasks that repeat weekly, monthly, or seasonally.

SOP Title: {What the task is called internally}

Owner: {Who is responsible for it}

Frequency: Daily / Weekly / Monthly / As Needed

Tools Needed: List software, files, logins, templates

STEP-BY-STEP PROCESS

1. Overview (What & Why)

One short paragraph about why this task matters + how it supports the business.

2. Prerequisites

What needs to exist before the task can begin? (Logins, files, approvals, assets, etc.)

3. Steps (With Screenshots)

Write this for someone doing it for the FIRST time:

Log into {tool}.
Navigate to {location}.
Open last week’s file and duplicate.
Replace content using {source}.
Run spellcheck and formatting.
Upload to {platform}.
Notify {person} in {Slack channel}.

4. Quality Checklist

This is where errors die. Check off:

Links work
Formatting matches brand guidelines
File is named correctly
Approved by {role} if needed
Anything else to double check

5. Troubleshooting Guide

“IF X happens → Do Y instead.”

Teach your team how to solve common issues without waiting on you.

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3. The Task Brief Template

A middle ground between “quick email” and “full SOP.” Great for projects, creative work, or anything requiring nuance.

📌 Project Title: Short + descriptive.

📌 Objective: What final outcome we’re trying to achieve.

📌 Audience / Customer: Who is this for? (This changes everything.)

📌 Tone / Style / Brand Notes: Especially important for creative work.

📌 Deliverables: List every piece expected.

📌 Timeline / Milestones: Include checkpoints, not just final deadlines.

📌 Assets Provided:

Logos

Brand guide

Past examples

Raw footage

Writing samples

📌 Success Criteria

Example:

“This should feel warm, clear, and enthusiastic, not corporate.”
“Video must be under 60 seconds.”
“Copy should follow the CTA template we use for lead magnets.”

📌 Who to Ask for Help: Name → Slack Handle → Email

Remove bottlenecks.

Why this works:

It gives structure without rigidity, and helps assistants deliver high-quality, on-brand work the FIRST time.

BONUS: When to Use Each Template

Scenario	Use
Quick task, can be done in <1 hour	Delegation Email
A recurring task	SOP
A creative or multi-step project	Task Brief

If you start using these consistently, your assistant will…

➡️ Complete tasks faster

➡️ Make fewer mistakes

➡️ Anticipate what you need

➡️ Free you from 5–10 hours per week

And that’s exactly the point.Your systems should support your business — and your life.