Mastering the Art of the Handover Email: A Sample Guide

Subject: Handover – [Your Name] – [Your Role]

Hi [Incoming Person’s Name],

I’m writing to provide a comprehensive handover of my responsibilities as [Your Role]. My last day is [Your Last Day].

Here’s a summary of my key duties and current projects:

• Project A: Status – [Brief Status Update], Key Contacts – [List Contacts]
• Project B: Status – [Brief Status Update], Key Contacts – [List Contacts]
• Daily Tasks: [List daily tasks, e.g., checking emails, processing invoices]

Important Information:

1. Passwords and access information are located in [Location].
2. Key team members to know are [List Names and Roles].
3. Any upcoming deadlines or meetings are [Details].

Please don’t hesitate to reach out if you have any questions. My personal email is [Your Personal Email] and my phone number is [Your Phone Number].

Best regards,

[Your Name]

Subject: Project Handover – [Project Name]

Hi [Incoming Person’s Name],

This email details the handover of the [Project Name] project. I am leaving on [Your Last Day].

Here’s a breakdown:

• Project Goal: [Briefly describe project goal]
• Current Status: [Detailed update on current progress, including any roadblocks]
• Key Deliverables: [List all key deliverables, deadlines, and their status]
• Risks and Issues: [Detail any known risks or issues and mitigation plans]
• Team Members: [List team members and their responsibilities]

Attached are the following documents:

• Project Plan
• Budget
• Contact List
• Meeting Minutes

Please contact [Client Name] at [Client Email] for any project related questions.

I’m available at [Your Contact Information] until my last day if you have any questions.

Best,

[Your Name]

Subject: Sales Handover – [Your Name] – [Your Territory]

Hi [Incoming Person’s Name],

This email provides a handover of my sales responsibilities for the [Territory/Region]. My last day of employment is [Your Last Day].

Key accounts and their status are outlined below:

Outstanding Quotes/Proposals:

• [List proposals with their status and deadlines]

Key contacts for Sales:

• Sales Manager: [Manager Name] at [Manager Email]
• Marketing: [Marketing Contact Name] at [Marketing Email]

I have also saved all relevant sales information in [Shared Drive/CRM].

I am available at [Your Contact Information] for any questions.

Regards,

[Your Name]

Subject: Customer Service Handover – [Your Name]

Hi [Incoming Person’s Name],

This email provides a handover of my Customer Service responsibilities. My last day is [Your Last Day].

Here’s a summary of key duties and ongoing customer issues:

• Daily tasks: Responding to emails, answering phone calls, handling customer inquiries
• Current Issues:[List any open customer issues, their status, and the actions required]
• Important Accounts: [List any important accounts with special notes.]

Customer Service Tools:

• CRM: [CRM Name & Link]
• Help Desk: [Help Desk Name & Link]

For billing inquiries, please contact [Billing Contact] at [Billing Email].

I’m available at [Your Contact Information] until my last day if you have any questions.

Best,

[Your Name]

Subject: Marketing Handover – [Your Name] – [Your Role]

Hi [Incoming Person’s Name],

This email is a handover of my marketing duties. I am leaving on [Your Last Day].

Ongoing campaigns:

• Campaign A:[Campaign goals, performance, and current status. Key contacts: [List Contacts]]
• Campaign B:[Campaign goals, performance, and current status. Key contacts: [List Contacts]]

Social Media:

• Platforms: [List platforms]
• Content Calendar: [Access location for the content calendar]

Key Contacts:

• Marketing Manager: [Manager Name] at [Manager Email]
• Agency Contact: [Agency Name] at [Agency Email]

I’ve also included relevant files in [Shared Drive/Folder].

Please feel free to contact me at [Your Contact Information] with any questions.

Regards,

[Your Name]

Subject: Administrative Handover – [Your Name]

Hi [Incoming Person’s Name],

This email is for the handover of my administrative responsibilities. My last day is [Your Last Day].

Key Duties:

• Managing office supplies: [Information on suppliers and ordering procedures]
• Scheduling meetings: [Instructions on calendar access and meeting requests]
• Travel arrangements: [Information on booking travel and preferred vendors]

Important Contacts:

• Building Manager: [Manager Name] at [Manager Email]
• IT Support: [Support Contact] at [Support Email/Phone]

Access information for the shared drives, and other important items can be found at [Location].

I’m available at [Your Contact Information] until my last day if you have any questions.

Best,

[Your Name]

Subject: Team Lead Handover – [Your Name]

Hi [Incoming Person’s Name],

This email outlines the handover of my responsibilities as a Team Lead. My last day is [Your Last Day].

Team Members:

• [List team members, their roles, and any important notes]

Ongoing Projects:

• [Summarize all ongoing projects, status, and key deadlines]

Key Meetings:

• [List recurring meetings and their purpose]

Important Team Resources:

• [List shared drives, project management tools, and contact information]

Please don’t hesitate to reach out if you have any questions. My personal email is [Your Personal Email] and my phone number is [Your Phone Number].

Best regards,

[Your Name]