5 Great Task Assignment Email Templates To Copy & Paste

Assigning tasks over email should be straightforward. We're breaking down five common types of task assignment emails to help you communicate clearly and effectively.

Using a template removes the guesswork, ensuring your team gets all the necessary details without the back-and-forth.

Tips for Writing Task Assignment Emails

• Use a direct and searchable subject line. A clear subject line like “Project Alpha: Draft landing page copy” is immediately understandable and easy to find later. It cuts through the noise of a crowded inbox.
• Assign one task per email. Sending multiple requests in one email can lead to tasks getting missed. A single-focus email is easier to track for both you and your team member, ensuring nothing falls through the cracks.
• Provide all the context. Equip your team member with everything they need to get started. This means linking to relevant documents, providing contact info for collaborators, and outlining any specific steps. The goal is to prevent back-and-forth questions.
• Clearly define the deadline and what ‘done’ looks like. Don't just say "by EOD." Specify the date, time, and time zone. More importantly, describe the finished task. Is it a submitted report, a deployed feature, or a document ready for review? Clarity here is key.

Types of Task Assignment Email Templates We Will Cover

1. New Project Assignment Email Template
2. Task Deadline Reminder Email Template
3. Task Delegation Email Template
4. Task Update Request Email Template
5. Task Completion Confirmation Email Template

5 Task Assignment Email Templates

1) New Project Assignment Email Template

<template>

Subject: New Project Kick-off: [Project Name]

Hi [Team Member Name],

I’m excited to bring you onto a new project: [Project Name]. The goal is to [briefly describe the project's main objective, e.g., redesign our customer onboarding flow]. Your expertise in [mention their specific skill, e.g., UX design] will be essential to its success.

Your primary role will be to [clearly define their main responsibility, e.g., develop the wireframes and high-fidelity mockups]. We've put together a project brief with all the background, scope, and key deliverables, which you can find here: [Link to Project Brief or Relevant Documents].

The overall deadline for the project is [Date and Time, including Time Zone]. Your first major task will be to [describe the first milestone and its deadline]. Please review the brief and let me know if you have any initial questions. We're looking forward to building this with you.

Best,

[Your Name]

[Your Position]

</template>

2) Task Deadline Reminder Email Template

<template>

Subject: Reminder: [Task Name] Deadline on [Date]

Hi [Team Member Name],

This is a friendly reminder that the deadline for the [Task Name] is approaching on [Date and Time, including Time Zone].

I wanted to check in on your progress. Please let me know if you’ve hit any roadblocks or if there’s anything you need from me to help get this completed. We want to ensure you have everything you need.

Thanks,

[Your Name]

[Your Position]

</template>

3) Task Delegation Email Template

<template>

Subject: Delegated Task: [Task Name]

Hi [Team Member Name],

I'm delegating the [Task Name] to you. I'm handing this off because your skills in [mention their specific skill] make you the best person for the job, and it’s a great opportunity for you to take ownership of this area.

Your responsibility will be to [clearly define the task and its main objective]. I trust your judgment on this, so you have the authority to [describe their level of autonomy, e.g., make the final design decisions]. All the context and necessary files are available here: [Link to Relevant Documents].

The deadline is [Date and Time, including Time Zone]. Please take a look at the task details and let me know if you have any questions. I'm here for support, but I'm confident you can run with this.

Best,

[Your Name]

[Your Position]

</template>

4) Task Update Request Email Template

<template>

Subject: Update on [Task Name] for [Project Name]

Hi [Team Member Name],

I'm checking in on the [Task Name] for the [Project Name]. Could you share a quick update on your progress when you have a moment?

Knowing where things stand helps us keep the project moving smoothly. If you have any initial results or a draft ready, I'd love to see it. It doesn’t need to be polished—just a glimpse of your progress is helpful.

If you've run into any roadblocks or need anything from my end, please let me know. We're here to help.

Thanks,

[Your Name]

[Your Position]

</template>

5) Task Completion Confirmation Email Template

<template>

Subject: Confirmed: [Task Name] Completed

Hi [Team Member Name],

Thanks for sending over the completed [Task Name]. I’ve reviewed it and can confirm that everything is in order and meets our requirements.

This piece is now officially marked as done. Your work on this moves the [Project Name] project forward, and we appreciate you getting it across the finish line. The next step will be [mention next phase of the project].

Great work on this.

Best,

[Your Name]

[Your Position]

</template>

What About Using Flodesk?

While these task assignment email templates are a great starting point, using a dedicated platform can make your internal and external communications even more seamless. Flodesk provides intuitive email tools for small businesses, helping you create, send, and automate emails without needing any coding or design skills. It’s built to help you engage your audience and grow your business effortlessly.

Our platform centers on the world’s most intuitive email builder, powerful automations, and beautifully designed forms. We give you everything you need for effective email marketing, stripped of all the complexity. Whether you're a beginner or an expert, Flodesk empowers you to send professional, high-converting emails in a radically simple way.

Wrapping Up

These templates provide a solid framework for clear task assignment. Taking the next step means using tools that make all your communications as effective as they are well-designed.

Flodesk was built to help you create and automate your emails with ease. Sign up to get started.