The Ultimate Guide to Handover Email Sample

Subject: Handover of [Task Name] – [Your Name]

Hi [Team Member’s Name],

This email is to formally hand over the responsibility for the [Task Name].

Here’s a rundown:

• Task: [Describe the task briefly]
• Status: [Current status of the task – e.g., “Ongoing,” “Completed,” “Pending approval”]
• Key Deliverables: [List the expected outputs or results]
• Deadlines: [Mention any relevant deadlines]
• Resources: [Provide links to documents, software, or any tools needed]
• Contacts: [List key contacts – e.g., “Contact [Person’s Name] at [Email Address] for approvals.”]
• Next Steps: [Outline the actions the team member needs to take]

I’ve attached [Relevant documents]. Please don’t hesitate to reach out if you have any questions. I’m available to help you with the transition until [Date].

Best regards,

[Your Name]

[Your Job Title]

Subject: Handover Plan – [Your Name]

Dear [Manager’s Name],

This email is to inform you that I will be transitioning out of my current role as [Your Job Title] on [Your Last Day]. I’m committed to ensuring a smooth handover of my responsibilities.

Here’s my plan:

• Handover Documents: I’ve prepared a comprehensive handover document detailing my current projects, ongoing tasks, and key contacts.
• Training: I’m available to train [Replacement Name] and/or other team members on my key responsibilities.
• Availability: I’ll be available to answer questions and assist as needed until my last day.

I will send a detailed handover email to [Team member’s Name] by [date]. Please let me know if you have any specific handover requests or if there are any priorities I should be aware of. I want to make this transition as seamless as possible.

Thank you for your support, and please let me know if you need anything else. I’ll send a full list of tasks to [Recipient Name] by [date].

Best,

[Your Name]

Subject: Project Handover – [Project Name]

Hi [Colleague’s Name],

This email is to hand over the [Project Name] project. Here’s a summary:

• Project Goal: [Briefly explain the project’s objective]
• Current Status: [Describe the project’s current stage]
• Tasks Completed: [Summarize the completed tasks]
• Upcoming Tasks: [List the remaining tasks]
• Key Documents: [List key documents, including links or attachments]
• Important Contacts: [List project stakeholders and their contact information]
• Deadlines: [Mention critical deadlines]

I’ve attached [Relevant documents]. Please see the [location] to understand current status.

I’m happy to answer any questions you may have. I am available to discuss this in more detail during our meeting on [Date] at [Time].

Best regards,

[Your Name]

Subject: Customer Account Handover – [Customer Name]

Hi [Recipient’s Name],

I’m writing to hand over the management of the [Customer Name] account. Here’s a quick overview:

• Account Overview: [Provide a summary of the customer’s relationship with the company, e.g., their industry, products used, and history.]
• Key Contacts:
  • [Customer Contact Name]: [Email Address], [Phone Number]
• Current Status: [Briefly describe the current status of the account, e.g., “Active,” “Pending renewal,” “At risk”.]
• Outstanding Issues: [List any current issues or concerns.]
• Ongoing Tasks: [Detail any ongoing tasks or projects related to the customer.]
• Recent Communications: [Summarize any recent communication with the customer.]

Here are a few resources that you may find helpful: [link to Customer Relationship Management (CRM) system]

Please don’t hesitate to reach out to me with any questions. I am happy to support you as you take over the account until [Date].

Regards,

[Your Name]

Subject: Sales Lead Handover – [Lead Name] – [Company Name]

Hi [Colleague’s Name],

I am handing over the lead for [Lead Name] at [Company Name]. Here’s the key information:

• Lead Overview: [Brief summary of the lead and their potential needs.]
• Contact Information: [Lead’s Name], [Lead’s Title], [Email Address], [Phone Number]
• Interaction History: [Summarize the interactions with the lead to date (e.g., emails, calls, meetings).]
• Needs and Interests: [Key points about the lead’s needs and interests based on your conversations or research.]
• Next Steps: [Recommended next steps, such as scheduling a call, sending a proposal, or offering a product demonstration.]
• Relevant Documents: [Attach or provide links to any relevant documents (e.g., sales pitch deck, proposal, or needs assessment).]

I will be happy to assist you with the lead. Please follow up with this lead by [suggested time] to [suggested action].

Best regards,

[Your Name]

Subject: Handover of Access and Login Credentials

Hi [Recipient’s Name],

This email contains important information on access and login credentials that are necessary for you to start [job role / project].

• System Name: [Name of the system]
• Login Credentials:
  • Username: [Username]
  • Password: [Password – you may need to provide this securely, or provide instructions to reset.]
• Access Level: [What level of access do they have – e.g., “Full access,” “Limited access,” or “Read-only”]
• Instructions: [Any special instructions on how to access the system. Any steps to follow to set up Multi-Factor Authentication]

I would also advise you to change the password after you have logged in for the first time.

Please make sure these passwords and any other sensitive data are kept in a safe place.

If you run into any issues, please let me know.

Kind Regards,

[Your Name]

Subject: Handover of Tasks and Resources

Hi [Recipient’s Name],

Here are the key resources to aid you in your new role.

• Training Materials: [Include any training materials such as user manuals, guides, etc.]
• Key Contacts: [Provide a list of key contacts for support.]
• Links: [Provide links to resources and important documents.]

If you would like any further training, please let me know and I can help you with this.

I’m also available to provide further assistance on any issues you may have.

Best regards,

[Your Name]