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Handover email sample

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Handover email sample
March 16, 2019 1st Anniversary Wishes 5 comments

Sending out this one email before you go anywhere for an extended period of time will help Below I've offered some sample text for to you use as a template.

If you're moving to another company and work in a client-facing role, then you're likely to feel some conflict as you move on. On the one hand, you'll be keen to say goodbye and start the next chapter in your career. On the other, you'll be sad to leave your valued clients behind and anxious to maintain good relationships with them in case your paths cross in the future. A well crafted letter will address these issues and reassure your clients that they'll be well looked after when you've gone.

Speak to the Boss

The company might have a clear action plan for telling clients that you are leaving, so don't step on any toes. It's possible that your boss will want to keep the news under wraps until he or she has figured a way to minimize the impact. In some companies, a senior manager will notify clients that you are leaving – you may even be barred from communicating with clients if the company believes there's a risk the clients will follow you to your new job. Ask your boss before you make any contact. This shows respect and preserves the goodwill you've built with your employer.

Introduce Your Replacement

From your clients' perspective, the most important thing is a smooth transition. Your clients will want assurance that the service they have been used to will not be adversely impacted and the account will be in good hands after you leave. Reassure clients by giving the name and contact details of your replacement and a clear date for your departure. Remember to build in some transition time; don't leave the handover to the last minute. Your clients will appreciate you being available during the transition to answer any questions and close up any details before you withdraw from the account.

Less Is More

Use the letter to thank your clients and express how much you enjoyed working with them. If you're staying in the same industry, say that you are looking forward to your paths crossing again. This leaves the door open for clients to look you up in your next role. Tell the clients that you're moving on, but be cautious about giving too much detail – less is more with a leaving letter. Plus, if you're moving to a competitor, your current employer may prohibit you from giving the name of your new company. Stick to the facts. You can always follow up with a phone call to answer questions for your most important clients.

Example of a Leaving Letter

This letter strikes a polite and respectful tone:

I'm writing to let you know that I have resigned my position at ACME Office Interiors. I will be available through Friday, October 10, but after that date, Jack Jefford will be taking over your account. Jack is an experienced account manager, and I'm confident that you'll receive the very best service and support. You can reach Jack at [email protected] or by phone at 123-456-7890.

It has been an absolute pleasure to work with you over the past six years, and I thank you for a great business relationship during my time here at ACME. I sincerely hope our paths cross again and wish you well in your future endeavors.

Project Handover Letter - Draft - Free download as Word Doc .doc /. docx), PDF File .pdf), Text File .txt) or read online for free. Project handover letter.

Handover Job to Colleague Email Sample

handover email sample

It is the responsibility of every employee to handover duties and responsibilities to the new employee when he or she leaves his present organization.  There are Three stages in the handover of job responsibilities, the first step has to be initiated by the employer. Here employer needs to intimate the employee to hand over the job responsibilities but remember this is not mandatory. Whether the employer sends or doesn’t send the handover email to the employee still the employee need to send a handover intimation mail to colleagues and customers. Here you can find some best and simple handover job to colleague email samples.

Handover of Work Responsibilities and Duties Email Samples

Employer To Employee

Dear Mr _________,

As per your resignation dated on _________we would like to request you to please handover your duties and responsibilities to Mr _________before your last working date. We also request you to please take an acknowledgement from the new employee that all the duties & responsibilities along with important documents are submitted and submit the copy to the HR department.

Regards,

_______________

You may also like: Leave mail to manager for personal reason

No due certificate format for employee

Employee To Customers

Dear Sir / Madam,

This is to inform you that I am leaving my organization on _______ and Mr ____________joined as a replacement of mine. So if you have any product or service related issues please contact the same mobile number which will be held at Mr_________ after my last working date. In the meanwhile, I will definitely take some time to personally introduce him and if you have any queries please call me.

Regards,

___________.

Employee To Colleagues – Handover Job To Colleague Email Sample

Dear All,

This is to inform you that I am leaving the organization on _________. Here I would like to convey my thanks to all of you for your ultimate love and support. I am glad to introduce Mr ________ as a replacement for mine and he needs all your support. Again I would like to thank all of you and you can be in touch with me at 9123XXXX25.

Regards,

______________

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Commercial – Site handover letter to client

handover email sample

Following a two week vacation in August, I returned to find a colleague’s message thanking me for my “amazing handover notes.” But I’ll be honest—my handover notes haven’t always received such a warm reception.

Handover documents detail the essential information someone would need in order to cover your key responsibilities during a variety of situations, such as

  • When you’re away
  • Taking a new position
  • Shifted to a higher-priority project
  • Organizing a project handover to the client.

A person stepping into your shoes needs core information documented in a concise way.

This sets clear expectations and explains the level of involvement needed once you’re gone (ranging from a very light touch to daily contact). In other words, project handover documents serve as a master checklist and information hub, detailing aspects of the project that are critical to its success.

Project handoff notes should at least cover:

  • Who’s working on your projects
  • What they’re doing
  • A list of key meeting dates or milestones
  • The client’s contact details (and contact preferences).

In my younger PM days, I would receive panicked phone calls because my handover email didn’t cut the mustard. My notes were actually pretty comprehensive, but there would be some related task I’d missed. During one situation, the person covering for me couldn’t locate the latest wireframe document because I hadn’t saved it to the company Drive for everyone to access. (Google Docs solves most of these issues for me now, but it’s always important to check that people have the right permissions to access and view documents.)

A basic checklist helps mitigate the things we take for granted , which is all too easy to forget when we’re in a rush to get out the door.

Several years down the line, I realize that handovers don’t need to be daunting. They just need to be an honest account of where the project is, who’s accountable for doing what, and when it needs to happen.

When do you need to create a handover document?

Handover notes should always be written if you’re taking more than three consecutive days off. If you’re merely taking a long weekend, get people within the team to cover the basics of your role, e.g., running your morning scrum.

Handover letters can also be repurposed; I usually copy recent notes and update them with just a few tweaks. Much of the information should still apply if your project portfolio hasn’t changed, meaning simple updates to the status and details, and removing projects you’re no longer looking after.

Project handover checklist

Step 1: The prep work

A good handoff process entails:

  1. Informing relevant parties/stakeholders of your absence in advance
  2. Doing prep work with the client before you leave
  3. Creating and sharing your notes at least one day ahead of time
  4. Running through projects in person with your stand-in
  5. Meeting for an official handover back to you
  6. Reviewing and improving the process.

It really helps if your company has an official handover template.

At White October, we use a standardized project handover template across the entire company. This structure holds people accountable and ensures that information is covered at the right level. If your company doesn’t have its own template, now’s the perfect time to create one.

Your first handoff template doesn’t have to be perfect or final. If you keep refining it over time, you’ll end up with something that’s invaluable to your whole company.

Step 2: Keys to a good handoff

It’s never too early to get started

Setting up handover notes does not need to be done in one sitting; information that stays relatively unchanged can be added to your notes ahead of time, such as contact information, priorities, important dates, file locations, and a listing of staff and/or resources on the project. Adding to your notes incrementally makes for an easier process and better accuracy.

Always inform your client

At least a week before you go, tell clients that you’re going to be away and introduce them to the main point of contact who will be your stand-in. If the client knows ahead of time that you’ll be gone, they might be able to adjust their plans and minimize the amount of work being done during that time or delay meetings on the calendar during your absence.

Ask your client if there are any deliverables they need from you beforehand. Larger clients may want to have a planning meeting to draft the next sprint or change dates of meetings to ensure your involvement.

If your client is apprehensive at the thought of someone else managing their project, include your stand-in during these early discussions to help build a rapport. You could also undertake a basic risk analysis to determine what the client is concerned about, then discuss these points with your stand-in. Together, you can formulate a plan on how the team should work to mitigate these issues.

Always do an in-person walk through

Share your handover notes at least a day before you leave and walk through them with everyone you’ve listed as responsible for the project. It’s important you do this in person (or on a call) so you can clarify ambiguities and answer questions before you go. At White October, we also share handover notes more widely with our fellow production colleagues.  

Always ensure that every action has an owner

Things won’t get done if no one is held responsible. If your handover document mentions someone, make sure you’ve had an in-person run through to cover what you’re asking from them. This helps pre-empt potential issues along the lines of “I wasn’t told” or “I don’t know anything about this project.”

The comment feature in Google Docs is another good way to notify people of what they should do while you’re gone.

Always prioritize

Think about the most important activities for this client and make them known. In most cases, the person stepping in for you is managing their own work on top of helping you out. They might even have a different job role and be unfamiliar with how to fill your position.

One way to prioritize situations for them is to think about the biggest risks, such as

  • Not meeting a deadline
  • Exceeding the budget
  • Missing a weekly status update for the client.

Which of these would have the biggest impact on the project? Determine critical scenarios that could affect the project, then decide how to rank them.

Our handover template includes an “I will be happy when I get back if …” section. This adds clarity for anyone trying to determine what’s most important to you. If people are stretched for time, it will be easy to see where they should focus their energy.

Step 3: Picking up when you get back

Pre-book a status meeting

Before you go away, schedule a meeting for the date you return to the office and include the people overseeing your work. This official handoff helps you get back up to speed with your projects and gives them a chance to inform you on everything that happened while you were away. Another significant benefit is that it helps ensure you’re prioritizing the right clients and activities during those first days back. When you have hundreds of emails in your inbox, it’s difficult to know where to concentrate your time and energy. A quick review of each project will help you focus where it’s needed most.

Request updated handover notes

Another way to ease the transition is for your colleague to prepare a set of handover notes for you. Using your original notes as a reference should not only clarify changes that have occurred, they can even be used as a guide in your status meeting!

Check in with your client

Don’t forget to email clients when you return, no matter how tempting it is to lay low and ease into your routine. It’s professional and courteous to confirm that you’ve returned and that you’re once again their main point of contact. If the client is expecting you to immediately transition to full speed, you may need to reassure them that they are a high priority, then explain that you want to be thorough in catching up on communications related to their project. Many will be fine after hearing that, enabling you to hold off until later in the week after you’ve made a dent in your backlog.

Step 4: Plan ahead for next time

Don’t forget to ask people for feedback on your handover notes—what was useful, what was missing, etc.—so you can continue to improve your template. This also provides an opportunity to personally thank each person for their contribution to your project while you were away. Whether you’re a producer, project manager, team lead, or resource manager, handovers will train you to see projects in a new light. Having to distill the most critical aspects of your project into a concise guide will ultimately improve how you write documentation and coordinate project plans going forward.  

To make sure handovers are completed in a timely manner try managing your team’s time off with Resource Guru’s leave management system.

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How To Write A Handover Letter For Duties And Responsibilities?

handover email sample

Sample Letter #1

Copied!

I will need you to cover a few things for me while I am away at the training seminar in Frankfurt. I will be gone March 29 through April 2, so I will need you to process any international orders that come in during that time. You needn't worry about domestic orders unless they are specific requests for rush delivery. I will come into the office briefly at 8:00 Monday morning, so we will have time to review the procedure for international orders before I leave for the airport.

I am delegating authority to you to adjust office work schedules while I am away, and will notify our part-time employees to get your approval for any changes they may need to make. Also, I will need you to check both my e-mail and phone-mail regularly for any important messages. I will give you the access codes Monday.

Otherwise, I don't anticipate any real problems, but I will call periodically throughout the week to see how things are going. As much as I dislike being something of an imposition, the training seminars will be extremely important to us all. Thanks sincerely for your help while I am away.

Sample Letter #2

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I am leaving next Wednesday for a family reunion in Kansas and will be gone through that weekend. Could you conduct the morning sales meetings I normally handle on Wednesday, Thursday, and Friday? I have attached a copy of the usual agenda. Feel free to adapt it to your approach. I will make sure that all salespeople know that you are in charge.

I appreciate your doing this for me. If something comes up that I need to take care of, you can reach me at the Springfield Inn at 555-5555.

Sample Letter #3

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While I am away I need you to take over management of the Southern division. You have acted so well on my behalf at other times, I hardly feel there is another choice. I will be gone during the month of June. Of course Jane Doe and her database will be at your disposal, and I will leave you a telephone number to reach me in case you have a question she cannot answer.

Sample Letter #4

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I will be unable to attend the board meeting next Wednesday afternoon. Could you attend in my place and make the budget presentation? The meeting will start at 2:00 p.m. sharp in the conference room. You probably know as much about the budget as I do, but I am enclosing a rough draft of the presentation I was planning to make. You may modify the presentation if you wish; just don't change any of the numbers.

Thanks for your help. If you have any questions, be sure to speak to me before I leave on my trip at noon on Tuesday.

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Related Resources

Guide to Write This Letter ❯
WATCH THE VIDEO ON THEME: How to Do a Handover in an Office

Handover report samples refer to a document submitted by a staff member of a company who is about to transfer his position to another employee, either.

handover email sample
Written by Zulkirisar
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