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Mentor Assignment Letter

A mentor assignment letter formally pairs a new employee, often a graduate trainee or high-potential hire, with a senior colleague who will guide their professional development over several months. It sets out the purpose, focus areas, meeting rhythm and confidentiality of the mentoring relationship.

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[Company Logo][Company Name]

MENTOR ASSIGNMENT LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Mentor Name], [Mentor Designation]
[Employee Name], [Designation]
[Company Name]

Subject: Mentoring Assignment – [Mentor Name] and [Employee Name]

Dear [Mentor Name] and [Employee Name],

We are pleased to confirm that [Mentor Name] will mentor [Employee Name] under the [Programme Name] for six months, from [Date] to [Date]. This mentoring is in addition to, and separate from, [Employee Name]'s reporting relationship with [Reporting Manager].

1. Purpose

To support [Employee Name]'s professional growth, help them understand how the organisation works and build the skills needed for their career goals.

2. Focus Areas (to be finalised in the first meeting)

[Focus area 1, e.g. stakeholder management]
[Focus area 2, e.g. understanding the business P&L]
[Focus area 3, e.g. presentation skills]

3. How It Will Work

Meet once every two weeks for about an hour, in person or online
The mentee sets the agenda and keeps brief notes of actions
The mentor shares experience, asks questions and suggests resources
Conversations are confidential, except where they involve safety, legal or conduct concerns

4. Reviews

HR will check in with both of you at the end of month three and at the close of the programme. Either of you may request a change of pairing at any time by writing to HR.

Thank you, [Mentor Name], for giving your time and experience, and best wishes to you both.

Yours sincerely,

[HR Name]
HR Department

Accepted
[Mentor Name]
Date: [Date]

Accepted
[Employee Name]
Date: [Date]

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What this template includes

Mentor and mentee names with programme duration
Purpose: career and skill development, not day-to-day supervision
Agreed focus areas
Meeting frequency and format
Confidentiality of conversations
Mid-point and end review with HR

When to use it

For graduate trainee or management trainee programmes
When a lateral hire needs guidance to navigate a new organisation
For high-potential employees on a development track
When launching a structured mentoring programme

How to customise this template

1Choose a mentor outside the mentee's reporting line
2Fill focus areas after an initial conversation
3Set duration (commonly 6 months) to match your programme
4Address one copy to the mentor and one to the mentee

HR tips

Match by development need, not just seniority
Let the mentee drive the agenda
Keep conversations confidential except safety or conduct concerns
Review the pairing after the first two meetings

For HR & hiring managers

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Frequently asked questions

What is the difference between a mentor and a manager?+

The manager directs work and assesses performance; the mentor offers guidance on growth, skills and career, usually from outside the reporting line.

How often should a mentor meet a mentee?+

Many programmes suggest once every two weeks or monthly for about an hour.

Can a mentoring pair be changed?+

Yes. If the pairing is not working, either person can ask HR for a change without any negative consequence.

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