Handover Document Template Resigning Employee
**Handover Document Template for Resigning Employee**
*Note: This template is a general guideline and can be customized to fit the specific needs of your organization.*
**Employee Information:**
- Name: [Employee's Name]
- Position: [Employee's Position]
- Department: [Employee's Department]
- Last Working Day: [Last Working Day]
- Handover Date: [Handover Date]
**Introduction:**
This handover document is prepared by [Resigning Employee's Name] to provide a comprehensive overview of their responsibilities, tasks, and projects. This will help facilitate a smooth transition for their successor and ensure the continuity of work within the [Department Name] department.
**Responsibilities and Tasks:**
[List of the employee's key responsibilities and tasks, including any ongoing projects they are involved in.]
1. [Responsibility/Task 1]
- Description: [Brief description of the responsibility/task]
- Status: [Current status of the task]
- Key Contacts: [Names and contact information of relevant colleagues or stakeholders]
- Important Notes: [Any specific information or updates related to this task]
2. [Responsibility/Task 2]
- Description: [Brief description of the responsibility/task]
- Status: [Current status of the task]
- Key Contacts: [Names and contact information of relevant colleagues or stakeholders]
- Important Notes: [Any specific information or updates related to this task]
...
**Ongoing Projects:**
[List of ongoing projects the employee is involved in.]
1. [Project Name 1]
- Description: [Brief description of the project]
- Current Status: [Current status of the project]
- Key Milestones: [Upcoming milestones or deadlines]
- Key Contacts: [Names and contact information of project team members]
2. [Project Name 2]
- Description: [Brief description of the project]
- Current Status: [Current status of the project]
- Key Milestones: [Upcoming milestones or deadlines]
- Key Contacts: [Names and contact information of project team members]
...
**Contacts:**
[List of important contacts the employee interacts with regularly.]
1. [Contact Name 1] - [Contact Information]
- Role: [Contact's role or position]
- Relationship: [Nature of interaction with the contact]
2. [Contact Name 2] - [Contact Information]
- Role: [Contact's role or position]
- Relationship: [Nature of interaction with the contact]
...
**Tools and Systems:**
[List of tools, software, systems, and access credentials used by the employee.]
1. [Tool/System Name 1]
- Purpose: [Purpose of the tool/system]
- Access Credentials: [Username and password]
- Important Notes: [Any specific instructions or information related to the tool/system]
2. [Tool/System Name 2]
- Purpose: [Purpose of the tool/system]
- Access Credentials: [Username and password]
- Important Notes: [Any specific instructions or information related to the tool/system]
...
**Additional Notes:**
[Any additional information, tips, or advice the resigning employee would like to provide to their successor.]
---
By signing below, I acknowledge that I have reviewed and understood the contents of this handover document.
Resigning Employee's Signature: ___________________ Date: ______________
Supervisor's Signature: ___________________________ Date: ______________
Successor's Signature: ____________________________ Date: ______________
[End of Document]
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Professional Handover Document for Resigning Employee
Subject: Handover of Responsibilities – [Employee Name]
Dear [Manager/Supervisor Name],
As I prepare for my departure from [Company Name] on [Last Working Day], I am submitting this handover document to ensure a smooth transition of my responsibilities.
1. Current Projects:
- [Project Name 1]: Status, pending tasks, key contacts.
- [Project Name 2]: Status, deadlines, dependencies.
2. Ongoing Tasks:
- [Task 1]: Instructions and reference files.
- [Task 2]: Process documentation and priority.
3. Access and Credentials:
- [Software/Platform]: Login information and usage guidelines.
- [Shared Drives]: Location of files and folder permissions.
4. Contacts and Stakeholders:
- [Name 1]: Role, responsibilities, and communication history.
- [Name 2]: Role, responsibilities, and upcoming tasks.
Please let me know if further clarification is required. I am committed to ensuring a seamless handover.
Sincerely,
[Employee Name]
Casual Handover Email Template
Subject: Handover Notes – [Employee Name]
Hi [Manager Name],
As I will be leaving [Company Name] on [Last Day], I wanted to provide a quick overview of my ongoing responsibilities for a smooth transition.
- Projects in Progress: [Project Details]
- Key Contacts: [Names and roles]
- Pending Tasks: [List and instructions]
- Files & Access: [Locations and credentials]
Feel free to reach out if any questions arise. Happy to walk someone through anything if needed before my last day.
Thanks,
[Employee Name]
Detailed Project-Oriented Handover Letter
Subject: Project Handover – [Employee Name]
Dear [Manager Name],
This document outlines the current status and next steps for all projects under my responsibility:
- [Project A]: Completed milestones, pending tasks, responsible contacts.
- [Project B]: Timeline, key dependencies, documentation location.
- [Project C]: Client interactions, upcoming deliverables, and required approvals.
All relevant files have been organized in [Folder/Drive Name] with clear instructions. Please let me know if a walkthrough meeting is required.
Best regards,
[Employee Name]
Team Handover for Collaborative Roles
Subject: Team Responsibilities Handover
Dear [Team Lead/Manager],
In preparation for my resignation effective [Last Working Day], I am documenting all team-related duties to facilitate continuity:
- Meeting Schedules: [Recurring meetings, key agendas]
- Communication Protocols: [Email threads, Slack channels]
- Pending Approvals: [Tasks awaiting sign-off]
- Key Collaborators: [Names and responsibilities]
I recommend [Colleague Name] as the interim contact for these responsibilities, and I will provide guidance during the transition.
Regards,
[Employee Name]
Quick Exit Handover Email
Subject: Handover Summary – [Employee Name]
Hi [Manager Name],
As my last day approaches on [Date], here is a concise summary of my responsibilities:
- Active Projects: [Project Names & Status]
- Pending Tasks: [Short List]
- Important Contacts: [Names & Roles]
- Access Details: [File Locations]
I am available for questions via email until [Last Working Day].
Thanks,
[Employee Name]
What / Why You Need a Handover Document When Resigning
Purpose and Importance
- Ensures continuity of operations and smooth transition for your replacement.
- Prevents knowledge gaps and minimizes project disruption.
- Provides clarity for managers and team members about ongoing responsibilities.
- Acts as a professional gesture demonstrating accountability and responsibility.
Who Should Prepare the Handover Document
Responsible Party
- The resigning employee is responsible for documenting their duties.
- Team leads or managers may guide the format and details required.
- HR may require a copy for records during the exit process.
Whom the Handover Document Is For
Recipients
- Direct supervisor or manager overseeing the role.
- Replacement employee or interim colleague taking over tasks.
- Team members who interact with the role for project continuity.
- HR department for official record keeping.
When to Prepare and Submit a Handover Document
Timing Considerations
- As soon as resignation notice is submitted.
- Ideally, completed before the last working day to allow for clarification.
- Updated during notice period if responsibilities change or new tasks arise.
How to Write an Effective Handover Document
Step-by-Step Process
- List all ongoing projects and their current status.
- Include detailed steps for pending tasks.
- Provide access details for software, files, and tools.
- Identify key contacts, stakeholders, and dependencies.
- Suggest a point of contact or successor if applicable.
- Use clear, concise language and organized format.
Elements and Structure of a Handover Document
Components to Include
- Title and employee details (name, position, last working day).
- Overview of responsibilities and tasks.
- Project status and pending deliverables.
- Access credentials and file locations.
- Stakeholder and contact information.
- Recommendations or tips for successors.
- Closing statement confirming availability for questions.
Requirements and Prerequisites Before Preparing a Handover Document
Preparations
- Ensure all project and task information is up-to-date.
- Gather all relevant files, reports, and access credentials.
- Identify key stakeholders and collaborators.
- Clarify format requirements with management or HR.
- Allow time for review or feedback from manager.
Formatting Guidelines for Handover Documents
Best Practices
- Use clear headings and bullet points for readability.
- Keep paragraphs short and focused.
- Include dates, deadlines, and priority levels.
- Use tables for project status or task lists if helpful.
- Maintain a professional and neutral tone.
After Submitting a Handover Document: Follow-Up Steps
Post-Submission Actions
- Schedule a meeting to walk through critical tasks.
- Provide clarification or training to successor if needed.
- Keep communication open for questions until last working day.
- Ensure HR acknowledges receipt for record purposes.
Tricks and Tips for a Smooth Handover
Helpful Tips
- Use checklists to ensure no tasks are missed.
- Include screenshots or reference links for complex systems.
- Highlight high-priority tasks and deadlines.
- Suggest potential improvements or process tips for the successor.
- Keep a backup copy for your records.
Common Mistakes to Avoid in Handover Documents
Pitfalls
- Leaving out critical tasks or contacts.
- Providing vague or incomplete instructions.
- Using overly technical jargon without context.
- Failing to update the document as tasks progress.
- Submitting at the last minute, not allowing time for review.
Pros and Cons of Submitting a Handover Document
Advantages
- Ensures continuity and reduces disruption.
- Demonstrates professionalism and responsibility.
- Helps successor adapt quickly.
Disadvantages
- Time-consuming if responsibilities are complex.
- May require updates if tasks change during notice period.
- Possible confidentiality considerations when sharing sensitive information.
Compare and Contrast Handover Document With Exit Interviews
Comparison
- Handover documents focus on task transfer; exit interviews focus on feedback and reflections.
- Documents provide written guidance for successors; interviews are verbal and evaluative.
- Both can be used together for a comprehensive offboarding process.
FAQ About Handover Documents for Resigning Employees
Frequently Asked Questions
-
Q: Is a handover document mandatory?
A: Often required by HR policies, especially for key roles. -
Q: How detailed should it be?
A: Include enough information to allow a successor to continue tasks without major issues. -
Q: Should it include passwords?
A: Only if company policy allows, and securely documented. -
Q: Can it be submitted digitally?
A: Yes, via email or shared drives, in addition to a printed copy if required.
