When delegation goes wrong, it's rarely because the person can't do the work. It's because they didn't know what done looked like, what decisions they could make, or who to ask when they got stuck.
This delegation template solves that. It's five fields. You fill them in once. The person receiving the work knows exactly what's expected, what authority they have, and how to escalate if things get messy.
The 5-Field Delegation Template
Here's the template in full. Use it for every task you hand off—from a one-hour project to a standing responsibility.
``` DELEGATION BRIEF
Task/Responsibility: [What specifically is being handed off? One sentence.]
Success Criteria: [What does done look like? Measurable. Specific. Time-bound if applicable.]
Authority Level: [What can they decide without asking? What must be escalated?]
Resources & Access: [What tools, docs, budget, or permissions do they need?]
Check-In Format: [How often? What gets reported? Via what channel?] ```
That's it. Five fields. No ambiguity.
Worked Example: Delegating Weekly Email Campaign
Here's how it works in practice. Say you're delegating your weekly newsletter to a team member.
``` DELEGATION BRIEF
Task/Responsibility: Write, schedule, and send our weekly email campaign every Tuesday at 9 AM.
Success Criteria: - Email drafted by Monday EOD - Subject line A/B tested with at least 200 sample opens - Sent by Tuesday 9 AM to full list - Monthly open rate stays at or above 28% - Any new topic requires 24-hour notice
Authority Level: - Can write copy, choose images, test subject lines independently - Can move send time 1 hour before/after 9 AM if there's a technical issue - Must escalate: new audience segments, changes to list, regulatory/compliance language, budget for paid promotion
Resources & Access: - Email platform login (renewed annually) - Design template (shared folder) - Analytics dashboard (read-only) - Slack channel #newsletter-ops for questions
Check-In Format: - Sunday evening: send me the draft subject line for approval - Tuesday pre-send: 5-minute Slack check-in to confirm everything's set - Friday: async Slack summary of metrics for the week ```
Notice what just happened. The person knows exactly what's expected, what they control, when to ask for permission, and how to stay in sync with you. No surprises. No micro-managing.
Field 1: Task/Responsibility
Be specific. "Handle customer support" is too vague. "Respond to all Slack DMs in #support within 2 hours" is clear.
One sentence. If you can't fit it in one sentence, you're delegating too much at once.
Field 2: Success Criteria
This is where most delegation templates fail. Managers skip it and wonder why the output doesn't match what was in their head.
Define success concretely: - Metrics (28% open rate, zero missed deadlines, <2% error rate) - Deliverables (report delivered by Friday, 3 design options by Wednesday) - Behavior (responds within 2 hours, escalates blockers the same day)
Include time constraints if they matter. Include quality standards if they're non-negotiable.
Field 3: Authority Level
The single clearest way to prevent decision paralysis and unnecessary escalation is to tell someone what they can decide on their own.
Two parts: - What can they decide? List it. They don't need to ask permission. Examples: choosing between two vendors under $500, reordering supplies that use the same SKU, adjusting meeting times within the same week. - What must be escalated? List it. When they hit these, they stop and ask. Examples: budget over $1,000, new vendors, changes to process, hiring.
This isn't about control. It's about speed. When someone knows what to decide, they move faster and feel more trusted.
Field 4: Resources & Access
Don't assume they know what they need. Tell them.
- Which tools do they have access to?
- What documentation exists?
- Do they have budget authority? For what?
- Who can they ask for help?
If they don't have what they need, they'll either improvise badly or come back asking. Save the friction.
Field 5: Check-In Format
This prevents three problems: people disappearing, surprises at the last minute, and you having to ask for updates constantly.
Specify: - Cadence: Daily, weekly, monthly? - What gets reported: Progress metrics, blockers, decisions made? - Via what channel: Email, Slack, 1:1, async doc, weekly meeting?
Keep it lightweight. If you're checking in daily on a quarterly project, something's wrong with the delegation.
Why This Template Works
Most delegation templates are either too rigid (six pages of yes/no checkboxes) or too vague (a handshake and "figure it out").
This one works because: 1. It's focused on what matters: Task, success, authority, resources, sync points. Everything else is noise. 2. It forces clarity: Writing it down reveals gaps in your own thinking. If you can't define success, you haven't thought through the delegation. 3. It's reusable: One-off projects, standing responsibilities, new hires—same format. 4. It reduces anxiety: Both sides know the boundaries. Less second-guessing.
How to Roll This Out
Start with one high-stakes delegation. Sit down with the person. Fill in all five fields together. Ask them what's still unclear. Adjust. Then hand it off.
After the first check-in, you'll know if the template covers what you need. Most teams find that within three delegations, filling out the brief takes 10 minutes and saves hours of clarification.
For more on designing effective delegation systems and training your team to work autonomously, see *The Delegation Standard* (B0H1JQXT47).
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Next steps: - Use this template for your next three delegations - Adjust the fields based on what you learn - Share it with your team so they know what to expect
Not sure where to start with delegation, or need help redesigning how your team hands off work? [Chat with our team at tantaholdings.com/consulting](https://tantaholdings.com/consulting).
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Related Reading: - [Delegation Skills for Managers: Hands-Off Management That Gets Results](https://tantaholdings.com/blog/delegation-skills-for-managers) - [How to Delegate Tasks to Employees Effectively](https://tantaholdings.com/blog/how-to-delegate-tasks-to-employees-effectively) - [How to Write an SOP: The System That Scales Your Business](https://tantaholdings.com/blog/how-to-write-an-sop) - [Virtual Assistant Tasks List for Business Owners](https://tantaholdings.com/blog/virtual-assistant-tasks-list-for-business-owners)