Upper-intermediate

Writing at work 1 – emails, memos and proposals

Delegating tasks

1 Speaking
Work with a partner and discuss the following questions.

• Are you good at working in a team or do you prefer to work alone?

• Have you ever managed a team or worked as part of a team?
• Have you ever delegated work or had work delegated to you?
• What skills are required to delegate effectively?
• What do you think of the following quote:

Do what you do best! Delegate the rest. (Chris C Ducker)

2 Vocabulary
The acronym SMARTER is often used to refer to how tasks should be delegated.
Work with a partner and decide what each section means.

Specific-Measurable-Agreed-Realistic-Time bound-Ethical-Recorded

In your experience, do delegated tasks normally fulfil the criteria above?

3 Reading
Your teacher will give you an email. Which of the following sentences best summarise its message?

1. Peter is going on a business trip and he wants help with presentation materials.
2. Margaret is sick and management needs to find a replacement for her.
3. Margaret is on leave and her workload needs to be divided among her colleagues.

© British Council ARB_B2_04_U002WEA_HO_v1.0

1
 Upper-intermediate
Writing at work 1 – emails, memos and proposals
Delegating tasks

4 Vocabulary
The following idioms and phrases can be used to refer to tasks and responsibilities at work. Match
the delegation phrase (1-8) to its meaning (a-h).

Delegation idiom or phrase Meaning

1. take on a. finish something

2. leave it with you b. to not be in the office

3. a bit short notice c. supervise

4. I’ll need it done by d. delegate the task to you

5. oversee (accounts) e. without much advance warning

6. to be away f. accept a job or responsibility

7. copy me in g. cc all emails to me

8. get it done h. it must be finished before a certain time

5 Language
The email contains many examples of language used to delegate tasks. Complete the sentences
with phrases from the box.

a. the project schedule. b. but do you think you’ll be able to ... ?

c. prioritised. d. up to your eyes at the moment.

e. that might prevent you finishing on time? f. it with you?

g. done by Friday. h. the task to the right person.

1. I know you’re …

2. Can I leave …

3. I’ll need it …

© British Council ARB_B2_04_U002WEA_HO_v1.0

2
 Upper-intermediate
Writing at work 1 – emails, memos and proposals
Delegating tasks

4. Sorry it’s a bit short notice …

5. Amend …

6. It’s an essential task. It needs to be …

7. Can you foresee any roadblocks …

8. Assign …

6 Language
Imperatives are generally avoided in English in order to seem more polite. Put the following
phrases in order of politeness.

Most polite

1. I wonder if you could write the

report

2. Write the report please

3. I would really appreciate it if you

could write the report

4. Could you write the report

5. Write the report

Least polite

© British Council ARB_B2_04_U002WEA_HO_v1.0

3
 Upper-intermediate
Writing at work 1 – emails, memos and proposals
Delegating tasks

Choose the correct option in italics in sentences 1-3 to summarise how we show politeness in
English.

1. Generally speaking, the longer/shorter a sentence is, the more polite we want to be.

2. In modern English, the use of very long phrases to indicate politeness is increasing/decreasing.

3. When we need to report a yes/no question, we normally use if/whether e.g. She asked me if/whether I
could give the presentation.

7 Writing
Work with a partner. Look at Tom’s notes and decide who to delegate Margaret’s workload to. Write
an email to the team explaining who will be responsible for each task or duty.

Notes

Margaret’s Workload Delegate to

Special Projects

Proposal for CJ Moonmousse Inc.

Presentation for CJ Moonmousse Inc.

Normal Roles and Responsibilities

Customer relationship management

Making customer focused decisions

Developing the marketing strategy and plan

Managing agencies

© British Council ARB_B2_04_U002WEA_HO_v1.0

4
 Upper-intermediate
Writing at work 1 – emails, memos and proposals
Delegating tasks

Notes
Key Personnel

Management Team Notes

Valerie Deputy manager of marketing

• Worked on proposal for Moonmousse with
Margaret
• Works with agencies a lot
• Valerie’s on leave on day of Moonmousse
presentation!

Michael Head of Sales

• Knows clients
• Hates presentations

Arnold Head of Customer Service

• Experience dealing with clients
• Understand customer needs

John Acting Managing Director

• Busy with day-to-day management worries
• Skilled presenter but no knowledge of
Moonmousse

© British Council ARB_B2_04_U002WEA_HO_v1.0

5
 Upper-intermediate
Writing at work 1 – emails, memos and proposals
Delegating tasks

Peer Feedback
Look at your partner’s email and check for the following key points.

Key Language Yes No Not sure

expressions for delegation

polite language

Structure Yes No Not sure

a sentence referring to Peter’s email

two paragraphs delegating tasks

a sentence to check if Peter agrees

Learning outcomes checklist

Tick () what you can do.

Can do Need practice

I can . . .
• express myself confidently, clearly and politely
and appropriately to the situation and person(s)
concerned. (CEFR)

I can also . . .
• distinguish between a direct and indirect style
• use idiomatic expressions related to work and
responsibilities.

I am more aware of . . .
• delegation expressions.

© British Council ARB_B2_04_U002WEA_HO_v1.0

6