Handover Letter Format After Resignation
[Your Name]
[Your Position]
[Your Department]
[Your Company]
[Your Contact Information]
[Date]
[Recipient's Name]
[Recipient's Position]
[Recipient's Department]
[Your Company]
Dear [Recipient's Name],
I am writing this letter to formally hand over my responsibilities and provide important information as I prepare to leave my position as [Your Position] in [Your Department] at [Your Company]. My last working day will be [Last Working Day], as per my resignation notice.
I have outlined below the key tasks, projects, and pertinent details that will require your attention or that of the team after my departure:
1. **Project Handover:**
- List any ongoing projects you're involved in, along with their current status and important milestones.
- Provide details on project objectives, key stakeholders, and any challenges that need to be addressed.
2. **Daily Responsibilities:**
- Enumerate your daily tasks and responsibilities, highlighting any critical routines or processes that need to be continued.
3. **Contacts and Relationships:**
- Mention key contacts, both internal and external, that you regularly interact with. Provide their names, roles, and contact information.
4. **Pending Tasks:**
- Detail any pending tasks, deadlines, or commitments that need to be addressed after my departure.
5. **Access and Resources:**
- Specify any access rights, tools, systems, or resources required to perform the tasks effectively.
6. **Documentation and Files:**
- Identify essential documents, files, and resources that your successor should be aware of or have access to.
7. **Tips and Suggestions:**
- Offer any insights, tips, or suggestions that could help your successor transition smoothly into the role.
I am committed to ensuring a seamless handover process, and I am available to provide any assistance or clarification needed during this transition. Please feel free to contact me at [Your Contact Information] or [Your Email Address] after my departure.
I appreciate the opportunity I've had to contribute to [Your Company], and I am confident that you and the team will continue to excel in achieving our goals.
Thank you for your understanding and cooperation.
Sincerely,
[Your Signature]
[Your Typed Name]
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Formal Handover Letter After Resignation
Subject: Handover of Responsibilities
Dear [Manager's Name],
I am writing this letter to formally hand over my responsibilities as [Your Job Title] following my resignation from [Company Name], effective [last working day].
During the notice period, I have documented all ongoing projects, pending tasks, and important contacts in a detailed handover report. This includes instructions for system access, vendor communication, and client updates. I have also scheduled meetings with my successor/team to explain the workflow and answer any questions.
Please let me know if there are specific areas that require further clarification. I will ensure a smooth transition before my departure.
Sincerely,
[Your Name]
Casual Email Handover to Team
Subject: Handover of My Work
Hi Team,
As most of you know, I’ll be leaving [Company Name] on [last working day]. Before I go, I wanted to share a quick overview of the tasks I’ve been managing and who will be taking over.
- Project A: [Colleague’s Name] will handle future updates.
- Project B: Documentation has been updated in our shared drive.
- Client communication: Contact [Name/Email] for support.
I’ll be available over the next [X] weeks to walk anyone through the details. Thanks for making my time here enjoyable and for supporting this transition!
Cheers,
[Your Name]
Provisional Handover Letter With Pending Work
Subject: Temporary Handover of Work
Dear [Manager’s Name],
As part of my resignation, I am handing over all my responsibilities. While I have completed most of the ongoing tasks, a few items remain pending and will need follow-up after my departure.
- [Task 1] – currently at [status].
- [Task 2] – awaiting approval.
- [Task 3] – requires monitoring.
I have shared the related files and updates with [Colleague’s Name], who has kindly agreed to oversee the completion. Please let me know if you need further clarifications.
Sincerely,
[Your Name]
Heartfelt Handover Email To Successor
Subject: Transition of Responsibilities
Dear [Colleague’s Name],
Since you’ll be taking over my role after I leave [Company Name], I wanted to personally walk you through the responsibilities I’ve been managing. Attached is a detailed handover file with all necessary contacts, processes, and pending tasks.
I have great confidence in your abilities to take this role forward. Please don’t hesitate to reach out to me over the next few weeks for any clarifications. Even after I leave, you can always drop me a message if you get stuck—I’ll be glad to help.
Wishing you the best as you step into this role.
Warm regards,
[Your Name]
Quick Handover Email When Leaving Early
Subject: Immediate Work Handover
Dear [Manager’s Name],
Due to my early departure from [Company Name], I am providing a brief handover of my responsibilities to ensure continuity.
Key points:
- All project files are stored in the shared folder.
- [Colleague’s Name] has been briefed to take over urgent tasks.
- Client communications have been updated with the transition details.
Although time is short, I am available for calls or clarifications until [last working day].
Regards,
[Your Name]
Official Handover Letter For HR Records
Subject: Official Handover of Duties
Dear [HR Manager’s Name],
In line with my resignation dated [date], I confirm the handover of all work responsibilities related to my position as [Job Title]. I have completed the formal handover checklist, including:
- Submission of all work reports and project files
- Transfer of login credentials and access rights
- Clearance of pending administrative duties
Please acknowledge receipt of this handover letter for record-keeping purposes. I am committed to assisting until my final working day.
Sincerely,
[Your Name]
Simple Handover Note To Colleagues
Subject: Task Handover
Dear Team,
Here’s a simple breakdown of my tasks as I prepare to leave [Company Name].
- Daily reporting: [Name] will continue this.
- Weekly client calls: [Name] will handle.
- Internal updates: Documents are in the shared drive.
It’s been a pleasure working with you all. Please reach out before [last working day] if you need details on any of these tasks.
Best,
[Your Name]
Detailed Handover Letter For Manager
Subject: Detailed Work Handover Report
Dear [Manager’s Name],
Following my resignation effective [last working day], I am providing a comprehensive handover of my duties. Attached you will find:
1. List of ongoing projects with current status.
2. Contact details of key clients and stakeholders.
3. Administrative checklists and pending approvals.
4. Suggested timelines for follow-up actions.
I am happy to schedule a meeting to go through this document in detail. My aim is to ensure that the transition is smooth and nothing is left unattended.
Sincerely,
[Your Name]
What is a handover letter after resignation and why is it important?
A handover letter after resignation is a formal communication that outlines the transfer of duties and responsibilities from a departing employee to their replacement or team. Its main purpose is to ensure continuity, avoid confusion, and help the organization maintain smooth operations after the employee’s departure. It also serves as a record that the employee has responsibly completed their obligations before leaving.
Who should write and send a handover letter?
- The employee resigning from their position is responsible for drafting and sending the handover letter.
- In some cases, HR may request it for record-keeping.
- If the role is managerial, the letter may also need to be copied to senior management.
- In informal situations, the handover may simply be sent as an email to colleagues.
To whom should the handover letter be addressed?
- Direct manager or supervisor (most common).
- HR department for official records.
- Successor who will take over responsibilities.
- Team members if multiple people are dividing the tasks.
- External clients, only if the organization requires communication about role transition.
When should you send a handover letter after resignation?
- During the notice period, ideally at least one week before the last working day.
- When HR requests a formal handover as part of exit procedures.
- When projects are ongoing and clarity is required for successors.
- In cases of early or sudden departure, a quick handover message should be sent immediately.
Formatting and style guidelines for a handover letter
- Keep the tone professional and clear.
- Use bullet points for tasks and responsibilities.
- Avoid unnecessary personal remarks unless it’s an informal email to colleagues.
- Mention project statuses, contacts, and important files.
- Keep the length between 1–2 pages for formal letters; shorter for emails.
- Always include dates and names of successors where applicable.
Common mistakes to avoid in handover letters
- Forgetting to include pending tasks or unfinished work.
- Using vague descriptions instead of clear instructions.
- Failing to provide access to important files or documents.
- Not mentioning who is taking over each task.
- Sending the letter too late, leaving little time for transition.
Elements and structure of an effective handover letter
- Subject line (clear and specific).
- Greeting (manager, HR, or colleague).
- Introduction (mentioning resignation and purpose of letter).
- List of tasks and responsibilities.
- Details of pending work.
- Successor information.
- Closing line offering help during the transition.
- Signature.
Tricks and tips for writing a smooth handover letter
- Prepare a checklist before writing to avoid missing details.
- Keep the document concise but thorough.
- Attach files or reports instead of describing them in detail within the letter.
- Offer availability for clarifications until your last day.
- Match the tone with the audience: formal for HR/managers, friendly for team members.
After sending: follow-up actions
- Schedule a meeting with your successor or team to explain the details.
- Confirm with your manager or HR that they received and approved the handover.
- Make yourself available for questions until your last working day.
- Ensure access rights, files, and documents are fully transferred.
- Maintain professionalism until your final day to leave on good terms.
Comparison with resignation letter
- A resignation letter announces the employee’s intent to leave the company.
- A handover letter focuses on the transition of responsibilities.
- Both may be required as part of HR processes, but they serve different purposes.
- The resignation letter is about ending employment, while the handover letter ensures continuity after departure.
