How to do a handover in an office

A handover report is a compilation activity summary that’s often used in job sharing or temporary work assignments. It can also be useful when a person is transitioning out of a position and handing over the reins to a new staffer. In short, a handover report allows one employee to sum up the work they’ve done for a different employee who is taking over the role or project.

Importance of a Handover Report

A handover report helps ensure that nothing important is overlooked when two people are transitioning roles. Whether you’re filling in for someone on vacation or completely taking over a new position, there are both large and small issues that need to be conveyed to ensure a smooth transition. If key information is omitted, it can result in diminished productivity, mistakes, miscommunication and even lost business.

Contents of a Handover Report

While the specific contents of a handover report will vary from one type of job to another, there are some basic components to include:

  1. Status of projects in the works: Be as detailed as possible in describing projects that are underway, including critical next steps. Provide backup materials as needed, such as reports, meeting minutes or email chains.
  2. Upcoming deadlines: If deadlines are approaching, make note, and include details on the delivery process of work product. If other people are involved, note them and their positions and responsibilities.
  3. Upcoming events: Note key events on the horizon such as meetings, seminars, conferences, travel or key deliveries. Provide all pertinent details including time, date, location and participants.
  4. Action items: List all job functions that have an outstanding action pending. For example, if you need to approve report edits, order toner cartridges, arrange catering or confirm hotel reservations, action items should be detailed with specific instructions and contact information.
  5. Awaiting action: Often, the action of one party is dependent on the action of another. This might include a directive to order new letterhead after the new logo is approved or to reserve appropriate conference space once a guest list has been confirmed.
  6. Troubleshooting issues to be aware of: There may be looming issues an incoming person needs to be aware of, and they should be included in the handover report. For example, a supplier who is notoriously late with delivery, a slow-paying client or a customer who regularly finds fault.
  7. Important people, places and things: Be specific in listing important people, places and things of note. For example, rather than indicate, “the manager holds conferences in his office every two weeks,” say, “Bob Smith holds bi-monthly conferences on the 1st and 15th in his office, room 1123.”

Include a Catch-all Category

Not every notable issue falls into simple categories, so include a summary overview and a catch-all section to better prepare the person taking over your responsibilities. It could include:

  • Instruction on how to access buildings and offices.
  • The location of items like office supplies and coffee.
  • Tips for getting tricky equipment to work correctly.
  • Who to call for tech assistance.
  • Protocol for office celebrations.

Brainstorm any and all items you may have missed before issuing the report. The next person in your shoes will thank you for the effort.

Handover report is a document that precisely updates incoming employees on the current condition of his/her position — an excellent handing over allows your successor in effortlessly assuming responsibilities of the specific job and provides incoming employees with a clear picture of a specific post thus ensuring a smooth and effective transition. Generally, a comprehensive handing over procedure provides incoming employees with insights across a number of aspects like:

  • Ongoing tasks/projects
  • Relevant work schedules
  • Pending projects/tasks
  • Upcoming events
  • Upcoming deadlines
  • Log-in details and many more

Part 2
Importance of a Handover Report

This insightful document enables you to:

  • Provide your successor with clear updates thus helping him/her in devising an informed course of action.
  • Allows departmental managers to perfectly understand the current stage of pending projects thus enhancing scheduling.
  • Offers an updated version of your most current undertaking, achievements and goals thus providing your supervisor with a reliable data-source.
  • Highlights possible workflow challenges as well as faulty equipment.

Part 3
4 Key Components of a Handover Report

Before you start piecing together your report, it is imperative to highlight all the details that may be relevant to your successor.

Generally, a comprehensive handover report captures a number of aspects regarding your job post which include

The Precise Status of Ongoing Tasks

Upcoming Deadlines

Forthcoming Events

Distinctive Roles

Other Components Include

  • Troubleshooting issues to be aware of
  • Distinguished people and repetitive procedures involved
  • Log-ins to exclusive sites and databases
  • Chain of command to be aware of

Part 4
Handover Report Template

To understand how exactly this document looks like, here is a customizable handover report form:

How to do a handover in an office

How to do a handover in an office

How to do a handover in an office

How to do a handover in an office

How to do a handover in an office

How to start:

Step 1: Create your free account and create a new applet by selecting a customizable template.


  • Set the applet as “Team-wide” if you want all team members to view each other’s records.
  • Alternatively, you can allow each participant to view his/her own records only and stakeholders to view all entries.
  • Invite guests with limited permissions, if needed.
  • Set up reminders if you want your team members to receive automatic email reminders.
  • Configure who will add records by choosing the “Participants” tab.

Step 2: Users will click the “Open Submission Form” button to fill it out and submit it.

How to do a handover in an office

Step 3: As soon as a new record is added, participants with “View” rights will receive an email notification and can view it in real time on the Timeline screen.

  • Click “Edit” to change status or other relevant attributes.
  • Employees can discuss records in real time — each record has its own section for live comments.
  • Add an unlimited number of attachments (documents, images, photos, videos, audio notes, files) to a record.
  • Export records or share them online.

Step 4: Get instant access to historical data and files with powerful search and filtering capabilities.

How to do a handover in an office

Step 5: The dashboard screen allows you to save time when you want to check a high-level overview, with quick one-click retrieval of the relevant information.

It is the responsibility of every employee to handover duties and responsibilities to the new employee when he or she leaves the present organization or sometimes whenever you go on vacation then also you need to write a handover email.

Here you can find some different handover jobs to colleague email samples which you can share with your colleagues.

Handover of Work Responsibilities and Duties Email Samples

Employee To Colleagues

This the format that you need to share with your colleagues, to intimate them about your new replacement in the organization and also to thank them for sharing their support with you.

Format 1

Sub: Thanking you all for your support.

This is to inform you that my resignation has been accepted and 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.

Format 2

I will be on leave from ________ to ___________. I have handed over all my major works to Mr _________ (colleague). He will take care of all the activities while I am on the leave. You can contact him on his mobile number ______________ & email id _________________.

In case of any urgent work please feel free to send an email to me, I will soon respond to it.

Format 3

(When joining in new job)

Sub: Job Handing Over to Mr/Ms/Mrs_________.

As you all aware that I am moving to a new job and I would like to take this opportunity to thank all of you for sharing your valuable support and knowledge. It is a pleasure to meet you guys.

I would also like to intimate that Mr/Ms/Mrs ___________ joined in my place and you can contact him/her from tomorrow.

I look forward to meet all of you whenever it possible.

Format 4

Sub: Job Handing Over to Mr/Mrs/Ms _______

This is to bring your kind information that Mr/Mrs/Ms _______________is joined as a replacement to me. Hence my resignation was accepted my last working date in the organization will be _______.

I would like to thank you for being a great support to me during my tenure at the __________ (company name).

Employer To Employee

This format can be used by the employer for handing over of job responsibilities to the new employee who joins in the place of the previous employee.

Format 5

Sub: Request to Handover Duties to Mr/Ms/Mrs _________.

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 acknowledgment from the new employee that all the duties & responsibilities along with important documents are submitted and submit the copy to the HR department.

Employee To Customers

This format can be used to send an intimation to your customers regarding handing over your job responsibilities to the new employee.

Format 6

Sub : Duties handing over intimation to Mr/Ms/Mrs _________.

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.

Vacation Handover Email Sample

Format 7

Sub: Job handover due to my vacation

I am writing this to inform you all that I will be on vacation from _________to ________ and My colleague Mr ___________ is going to take charge in my position.

In case of any urgency you can reach me at my mobile number ____________.

Thanking you all.

Tips to Write Good Handing Over Duties Email

  • The emails should show your intention to keep in the network of your colleagues even after leaving the job.
  • Thank your employer and colleagues for sharing their support, knowledge, and experience.
  • Use separate email templates and subject lines while sending handing over email to colleagues and customers.
  • Intimate your customers immediately after the acceptance of your resignation.
  • Take the acknowledgment from the new employee after handing over everything to him, who is joining in your place.
  • If possible share your mobile number to keep in touch with your office friends after leaving the job.

Subject Lines for Job Handover Email

You need to mention the subject line depending on the person to whom you are sending your handover job email.

For example if you are sending email to your colleagues then you can use below subject lines.

  • Goodbye to all my dear colleagues.
  • Thanks and good by message to all my colleagues.
  • Thanking all of you for your kind support.
  • Missing all my colleagues.
  • Job handing over to Mr/Ms/Mrs._____

If you are sending handover job email to your customers then you can use below subject lines

  • Job handover intimation to Mr/Ms/Mrs________
  • Mr/Ms/Mrs __________ joined in my place.
  • Job change intimation.
  • My job handover to Mr/Ms/Mrs _________

Also read

1 thought on “7 Best Handover Job to Colleague Email Samples After Resignation”

i was assigned as a acting projact manger while i was a constraction manager now the organization hired a projact manager how to hand over back

How to do a handover in an office

I feel like I'm missing something obvious: How do I deal with needing to have negative conversations in an open office plan? There is no acoustical privacy. We have no walls, just lots and lots of desks (no cubes) and effectively no conference rooms (must be reserved in advance, often full, or the most fun, available but not soundproof). Everyone can see and hear everyone else all the time.

My specific issue is with delivering comments asking for improvements to reports like "here's an error I've noticed a lot and we need to make sure it stops happening" or "I was expecting more progress than this" and so on. Just the small day-to-day types of things that are ideally addressed directly and immediately, but are somewhat negative in tone.

One option is I can just do it where everyone can hear -; which I'm uncomfortable with personally and I'm sure my reports are uncomfortable with as well. On the other hand, specifically seeking out a room would be extremely weird culturally and just reads as way too formal for the conversation I'm intending to have.

I've taken to letting my reports know where I'd like improvements by email so the conversation can be private, but I don't like this either as it feels like a cop-out when I should be able to have a face-to-face conversation, plus there's never any actual conversation, just me dropping a bomb and running away. It doesn't feel like a good solution, but at least it's a private communication.

How do others deal with this and do you have any suggestions?

Green responds:

Yeah, there’s no perfect answer to this. It’s one of the many problems with open offices.

The best thing you could do is to start having regularly scheduled one-on-one check-ins with each of your staff members, which you’d hold somewhere else. Ideally that would be a conference room (which might be more possible if you're reserving them in advance on a regular schedule), but if that's truly not possible, you can even do them outside or walking to a coffee shop or whatever's feasible in your context.

Do it weekly or every two weeks, whichever makes sense for their work. The idea here is to have a regular, structured time where you can give feedback and -; this is the key part -; to normalize the practice of meeting with people in private so that it doesn't come across as a big deal when you do it.

Frankly, having regular one-on-one’s is a smart practice for tons of other reasons anyway. It gives you a regular place to do the work of managing people: checking in on how projects are coming, giving feedback, serving as a resource, agreeing on prioritization, and giving people a place where they can easily raise any issues of their own. But in an open office like the one you’re in, they’re even more important, because you need to be able to have regular conversations with the people you manage without essentially being on a stage in front of others.

That won't be a perfect solution because there are going to be things that come up that you need to address immediately rather than waiting for your check-in that’s four days away. But if you’ve normalized the practice of meeting with people privately, you’ll be able to say “hey, do you have five minutes to talk in the conference room/over coffee downstairs?” (and can even say it privately over IM or email) without everyone else assuming something scandalous is happening.

And not everything needs to happen in private. If you create a trusting, supportive culture on your team, you should be able to do minor corrections in front of others without it feeling like a big deal. Of course, tone matters a ton here, and the bigger picture “I was expecting more progress than this” type conversations should still happen in private. But it’s generally okay to say, “Hey, I noticed that some of the numbers on this sheet are off -; I fixed them, but can you double check in the future?” in earshot of others.

When duties and responsibilities are handed over from one individual to another, there are several notifications and letters that might be necessary between various parties. An employer needs to inform the departing employee of the timescale for handing over responsibilities, the employee needs to outline their responsibilities to their replacement and also may need to inform clients and customers of the change of personnel that they will be dealing with in the future

• Employer to employee
Dear _____,
Our records show that you will be leaving our employment on (date).
Please make the arrangements necessary to hand over your duties and outstanding matters to (name of employee) by (date).
The company would like to thank you for your service and wish you well in the future.

• Employee to customers
Dear (customer),
I am writing to inform you that I will be leaving (name of company) on (date). My replacement will be Mr/Mrs (replacement), who is taking over my responsibilities. I am confident that he/she will do an excellent job and that you will enjoy dealing with them. If you have any problems, do not hesitate to call me on (phone number).

• Employee to employee
Dear ______,
I have been informed that you will be taking over my responsibilities when I leave my post on (date).
Therefore I would like to arrange a meeting so that we can have an opportunity to discuss the specifics of the role and to ensure that the handover can take place as smoothly as possible. Please let me know your availability.

Handover Job to Colleague Email Sample and Template

How to do a handover in an office

Whenever a person leaves an organization, it is a part of his duty to handover job to colleague. For this, there are different kinds of handover of work responsibilities and duties emails that are written in this process. There is a handover email to colleague after resignation, handover job email from employer to employee etc. With handover job to email samples, keep things sorted and easy.

In this post, we have come up with all kinds of handover job to colleague email samples for reference. Use these handover mail formats which are quick to download and easy to use.

Handover Hob to Colleague Email Sample – Employee to Customers

Dear Ms. Samantha,

I am writing this letter to inform you that I have resigned from AB Growth Bank and I will be leaving the organization on 22.02.2019. Mr. Adam Johnson will be taking up all my responsibilities and will be your Relationship Manager from now on. I am confident that he will be an amazing association and you will have no complaints dealing with him. In case of any issues, please call me at 9898989898.

Handover of Work Responsibilities and Duties Email Sample Employer to Employee

Dear Ms. Samantha,

As per our records, you will be leaving our organization on 28.02.2019.

You are requested to make all necessary arrangement of handing over all your duties and details on ongoing project to Mr. John Black by 25.02.2019 to keep things comfortable for you as well as the organization.

On behalf of AB Growth Bank, I extend a warm Thank You for your service. Wishing you good luck for the future.

Human Resources Manager

Handover Job to Colleague Email Sample – Employee to Colleagues

I am writing this email to inform you all the I am leaving AB Growth Bank on February 28 th , 2019. I would like to extend a warm thanks to all of you for being a wonderful support and inspiration to me. Also, I would like to introduce Mr. John Black as my replacement in the company. He will need all your guidance and support to fulfil his roles and responsibilities.

Again a very big thank you to all of you. It was a great pleasure and honour to be working with you all. Wishing you all a very good luck for future.

Handover Email to Colleague after Resignation

I have been updated that you have been appointed to take over all my responsibilities when I leave my position with the company on 28.02.2019. Therefore, I am writing this email to arrange a meeting with you so that we can discuss the important dimensions of this role and to make sure that I can handover all the important documents and information on projects that I have been working on swiftly.

How to do a handover in an office

You’ve earnt your stripes with the job search, secured a great role and handed in your resignation. What next? As a PA, if you’ve worked at an organisation for a while, you’ve probably developed a way of doing things that work for both you and those you support. A thorough handover will therefore play an essential role in ensuring a seamless transition.

Handover notes can take a bit of time to put together and when you’re in the throng of your normal day-to-day job, you might feel the weight of the additional workload. That being said, careful planning and the following guidelines will keep the process as smooth as possible.

1. Discuss the handover process with your manager

Clarify how it should be handled, the level of involvement you’re expected to play, and what the focus of your handover should be.

2. Start your handover notes straight away

Your notice period might be four, eight or 12 weeks – but believe me, that time will fly. If you leave it to the last minute, not only are you likely to forget details that the new incumbent will need, you’ll also put a huge strain on yourself in the last few days of your role. Start the process by listing things as they pop into your head. You should be highlighting day-to-day tasks and priorities of course, but use the following as a guide:

– A list and timetable of actions

– A brief of ongoing issues

– A calendar of forthcoming events and deadlines

– Passwords and login information

– A list of useful contacts

– A guide to navigating files and folders on the system

3. Let everyone know as early as possible

If your employer is happy for the information to be communicated, start letting people know about your plans. By giving them the heads-up, they’ll be able to help the handover process as well, either by asking you questions about things you might not have thought about, or by taking on some of your tasks to relieve you of yours. They’re also more likely to tell you of any developing issues you might not have been aware of, so you can flag them up with your successor.

Your productivity is likely to slow down a bit during your handover, so by letting your colleagues know you can give them a bit of advance warning! Keep your external contacts informed as well, like suppliers, communicating your leaving date and the contact details of the new person.

4. Allow as much time as possible with your successor

Generally speaking, the more time you have to spend with your successor, the more information you’ll be able to pass on. Obviously offer your help along the way, but ensure you communicate regularly and have a final handover meeting in which they have the opportunity to ask any further questions. It might be worth having a third party attend the meeting as well, just for an extra pair of ears.

5. Go the extra mile

It can be intimidating for a new person when they first start a new job. Be sure to introduce them to everyone and define everyone’s roles so they understand the dynamics of the organisational structure. Feel free to leave your contact details with the new successor as well. It will boost your personal reputation and help them out greatly if they’re ever in a stitch!

Looking for help with your job hunt or need some extra advice? Get in touch with the Tiger Team today!

How to do a handover in an office

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How to do a handover in an office

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How to do a handover in an office

A handover report template is a document may use to assign or sharing tasks or temporary works to someone with full activity summary. In businesses, when someone transitioning out their position, the person can handover their works to new appointed person. Typically, it can be Job, project, assets, equipment handover or any resources handover by written document.

The handover report is actually formal confirmation from other party to describes their deliverable to second party. The parties can be employee to employee, supplier to customer, buyer to client, etc. The report mainly used to confirm the performance or works were delivered to the customer. It may be reporting of physical delivery of works of performance that handover to customer, may be as part of agreement.

Importance of a Handover Report template

  • The document helps to ensure every important subjects were not ignored. When two people are transitioning roles for handover something.
  • This report template can helpful to any kind of handover such as works, jobs, tasks, assets, projects, any deliverable, etc.
  • It may help to ensure any kind of issues that require to be conveyed, and processed.

Typically, all the communication related to delivered works or performance are starting once the handover report is raise. But remember that the handover is not mean acceptance of any deal or performance, even job.

Samples of Handover report templates

Whenever someone’s transfer their position to another employee may be either permanently or temporarily, they need to prepare handover report which contains the summary of all the work functions and responsibilities. The document will be helpful for new appointed person to understand this duties, responsibilities and objectives.

Project handover report template

How to do a handover in an office

Free Project handover report template

The project handover raise for two reasons, first is project needs to deliver to customer, as part of project or entire project. Second is project handler going away from project, and temporary or permanently handover the project to someone. Typically, Project handover report may contain the important information such as – list of personnel working on the project, what is existing status of the project, key details of the milestones, meetings’ outputs, actions list, client contacts, as well other important details with specific deliverable. The report template should also need to cover this important information which is require to share to new appointed.

Work handover report template

How to do a handover in an office

Simple Work handover report template

The Work Handover report template is used to describe the handover details whenever any staff member of a company transfers his position to another. Typically, the process may be for permanently or temporarily. The purpose of this procedures to helps the successor to understand his duties in the new position.

Simply, the work handover report template may contain the details such as:

  • Employee name, Department, job title, reason for work handover, taken over by as well employee number.
  • Details of any tasks which are pending or under the progress are also require to describe in it.
  • Details of tasks / works – Number, task details and existing status.
  • Types of works, details of achievements, progress details, as well other related information and documents.
  • Action requirements – descriptions of the tasks, responsible person name, and existing status.

Normally, above information are general whenever the handover process is occurring in the organization. But it may be depending on the tasks, position, organization structure and condition of tasks. You can manage as your suitability of your business.

Shift Handover report template

How to do a handover in an office

Free Shift Handover report template

The shift handover report template is builds a seamless process even change the shift. Changing a shifts are continuous process while manufacturing processes are operating round o’clock. Actually, this is not automate process, it should be requiring to human interference, the shift supervisor / manager should be requiring to prepare the shift handover report, and submit to new shift in charge. The main purpose of this process is to maintaining continuity, and transferring their responsibility, and accountability at least of next shift. Obviously, when a shift ends operational responsibility is transfer to the incoming shift. Hence, the shift handover report can be being higher priority whenever shift changes.

What to include Handover Report template?

Actually, contents of the handover report can be varying from one type of job, project, or works to another. It all may depending on the length of project, tasks, business structure, job position and existing business status. But still there are some basic components must be similar at any handover reports are:

Existing Status

Whenever the handover report is being prepare, or delivering to new appoint person, the existing status are needs to describe in line with progress reports. Even, what will be next steps, what is criticality, and what exactly needs to complete the tasks. The existing status from each segments, and each steps must be cover in the report.

Next expiry dates of tasks

The outputs from general, project or management meeting results of action plans should be reviews in the report. Each task’s deadlines are necessary to complete the task over the time. The report should conclude the entire tasks, milestone wise and objective wise records where all the upcoming deadlines must be including.

Sequence steps details

The most important details in the report is sequence steps of the entire project must be include. Even details of the tasks which are needs to complete, and upcoming tasks schedule is equally important. The key deliverable of each upcoming events, meetings and other supporting details are also requiring to describes in the report.

Sharing Technical Details

This is actually most important things that ever is technical details. The troubleshooting of any kind of issues, previously conduct issues, and details of troubleshooting actions must be include. The new appoint person should be aware of the frequently or re-occurring issues with the project.