Leaving a job? Whether it’s for a new opportunity or a well-deserved break, making a clean break is crucial. One of the most important steps in this process is crafting a solid handover. A well-written Handover Email Sample is your roadmap to making sure everything runs smoothly even after you’re gone. This guide will walk you through the key elements of a good handover email and provide several examples to cover different scenarios.
Why Handover Emails Are So Important
A handover email serves as the central hub for transferring your responsibilities. It’s a written record of your current tasks, ongoing projects, and important contacts. Think of it as a detailed instruction manual for your successor. This helps prevent any disruptions in workflow and ensures business continuity. A comprehensive handover email is vital for a smooth transition, protecting your colleagues and ensuring a successful handoff.
Here’s why this is so important:
- Keeps things running: It prevents confusion and delays.
- Saves time: It answers frequently asked questions upfront.
- Shows professionalism: It reflects well on you and your work.
A good handover email includes these key components:
- A summary of your current responsibilities.
- Status updates on ongoing projects.
- Key contacts (internal and external).
- Relevant documents and resources.
- Any necessary access information (passwords, logins).
Handover Email Sample: General Handover for a Departing Employee
Subject: Handover – [Your Name] – [Your Job Title]
Dear [Recipient Name/Team],
Please accept this email as confirmation of my departure from [Company Name] on [Your Last Day of Employment]. This email outlines the key aspects of my role and provides information to ensure a smooth transition during my absence.
Responsibilities:
- [List your main responsibilities, e.g., Managing social media accounts]
- [List your main responsibilities, e.g., Client communication for project X]
- [List your main responsibilities, e.g., Team meeting planning]
Ongoing Projects:
- [Project Name]: [Brief status, next steps, and deadlines]. Contact [Colleague’s Name] for further details.
- [Project Name]: [Brief status, next steps, and deadlines]. Contact [Colleague’s Name] for further details.
Key Contacts:
- [Client Name/Contact]: [Contact Information] – Role: [Client’s Role]
- [Vendor Name/Contact]: [Contact Information] – Role: [Vendor’s Role]
Important Documents: [Link to shared drive folder or specific documents].
Access Information:
- [System]: [Login credentials/Instructions – if appropriate and approved]
- [System]: [Login credentials/Instructions – if appropriate and approved]
I am available via email at [Your Email Address] until my last day. After that, please contact [Colleague’s Name] at [Colleague’s Email Address] for any further assistance. I wish you all the best. Thank you for the opportunity.
Sincerely,
[Your Name]
Handover Email Sample: Project-Specific Handover
Subject: Handover – [Project Name]
Dear [Recipient Name/Team],
As I prepare to leave [Company Name] on [Your Last Day of Employment], I’m providing a detailed handover for the [Project Name] project.
Project Summary: [Brief overview of the project’s goals and current stage].
Tasks Completed: [List of completed tasks].
Tasks Remaining:
- [Task Name]: [Description, priority, and estimated time to complete]
- [Task Name]: [Description, priority, and estimated time to complete]
Key Documents: [Link to the project folder, specific documents, and their purpose].
Client Communication: [Summary of recent communications, upcoming meetings, and any client-specific needs].
Key Contacts:
- [Client Contact]: [Contact info, role]
- [Vendor Contact]: [Contact info, role]
Potential Challenges: [Any anticipated issues or risks and how to address them].
Please don’t hesitate to reach out to [Your Name] at [Your Email Address] until my last day. After that, you can reach [Colleague’s Name] at [Colleague’s Email Address]. I wish you the best with this project.
Best Regards,
[Your Name]
Handover Email Sample: Handover to a New Hire
Subject: Handover – [Your Name] – Welcome [New Hire’s Name]!
Dear [New Hire’s Name] and [Recipient Name/Team],
I am excited to welcome [New Hire’s Name] to the team as I transition out of my role on [Your Last Day of Employment]. This email provides a handover of my responsibilities and key contacts to ensure a smooth transition.
Welcome, [New Hire’s Name]: [Brief welcome message and offer of support].
My Responsibilities: [List your responsibilities.]
Ongoing Projects:
- [Project Name]: [Brief update, next steps, and contact person].
- [Project Name]: [Brief update, next steps, and contact person].
Key Contacts: [Same as above, including both internal and external].
Training and Resources: [Link to training materials and relevant documents].
I am available at [Your Email Address] until my last day if you have any immediate questions. After that, please reach out to [Colleague’s Name] at [Colleague’s Email Address]. I wish you both all the best.
Best regards,
[Your Name]
Handover Email Sample: Handover with Access Information
Subject: Handover – Access and Account Information – [Your Name]
Dear [Recipient Name/Team],
As I prepare to depart on [Your Last Day of Employment], this email contains crucial information for accessing key systems and accounts.
Login Credentials:
- [System/Application]: [Username] – [Password] (If appropriate and approved; consider securely sharing this information).
- [System/Application]: [Username] – [Password] (If appropriate and approved; consider securely sharing this information).
Password Reset Information: [Instructions or links to reset passwords, as needed].
System Access: [Specific instructions on how to access systems].
Shared Drive/Folder Access: [Path to shared drive and permissions].
Contact Information: Please contact IT at [IT contact information] for any issues or difficulties. I can be reached at [Your Email Address] until my last day. After that, [Colleague’s Name] at [Colleague’s Email Address]. I wish you all the best.
Regards,
[Your Name]
Handover Email Sample: Handover with Training Information
Subject: Handover – Training Resources – [Your Name]
Dear [Recipient Name/Team],
To ensure a smooth transition, this email provides a list of training resources that will be valuable in my absence. I will be leaving [Company Name] on [Your Last Day of Employment].
Training Materials:
- [Link to training document/video 1] – [Brief description of the material’s purpose]
- [Link to training document/video 2] – [Brief description of the material’s purpose]
Internal Contacts for Training: [Contact Information for people who can help with training].
External Resources: [Links to useful websites, tutorials, or documentation].
Training Schedule: [If applicable, a suggested schedule to help cover each part of responsibilities].
I am available at [Your Email Address] until my last day to clarify any questions. After that, please contact [Colleague’s Name] at [Colleague’s Email Address]. Best of luck!
Sincerely,
[Your Name]
Handover Email Sample: Handover for a Team Project
Subject: Handover – [Team Project Name] – [Your Name]
Dear Team,
I am writing to provide a handover for the [Team Project Name] project as I prepare to depart from [Company Name] on [Your Last Day of Employment].
Project Overview: [Summary of the project’s goals, current status, and key milestones].
Tasks and Responsibilities: [A table outlining who is responsible for each remaining task].
| Task | Assigned To | Due Date | Status |
|---|---|---|---|
| [Task Name] | [Team Member] | [Date] | [Status] |
| [Task Name] | [Team Member] | [Date] | [Status] |
Key Documents and Resources: [Link to project files, presentations, etc.].
Communication: [Details on client communication, meetings, and important dates].
Next Steps: [Brief overview of the immediate priorities].
I am here to support the transition. Please don’t hesitate to reach out to me at [Your Email Address] until my last day. After that, please contact [Colleague’s Name] at [Colleague’s Email Address] or [Another Colleague’s Email Address]. I wish you all success.
Best regards,
[Your Name]
In conclusion, a well-crafted handover email sample is a key step for any employee leaving a role. By providing comprehensive information and clear instructions, you can ensure a smooth transition and leave a positive lasting impression. The examples above should provide a solid foundation for creating your own handover emails, helping you to finish strong and set up your colleagues and the business for success.