Handover Email Sample: Making the Transition Smooth

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

Hi [Recipient Name],

I’m writing to provide a handover for the [Project Name] project, as my last day is [Your Last Day]. Here’s a summary:

• Project Goal: [Briefly state the project’s objective]
• Current Status: [Describe the current stage, e.g., “Phase 2 complete, Phase 3 underway”]
• Key Tasks Remaining:
  1. Finalize the marketing materials
  2. Present the project’s findings to the stakeholders on [Date]
  3. Conduct the project evaluation and closeout
• Key Contacts:
  • [Client Name]: [Client Email]
  • [Vendor Name]: [Vendor Email]
• Important Documents: [Link to shared drive/document location]
• Potential Issues: [List any potential roadblocks and your suggestions]

Please feel free to reach out if you have any questions.

Best regards,

[Your Name]

Subject: Handover – Sales Accounts – [Your Name]

Hi [Recipient Name],

This email provides a handover for my sales accounts, effective [Your Last Day]. Below is an overview:

• Key Accounts:
  

  Account Name	Contact Person	Status
  ABC Corp	John Doe	Negotiating contract renewal
  XYZ Inc	Jane Smith	Potential lead – follow up on [Date]

• Ongoing Deals: [List active deals, their stages, and next steps]
• Sales Pipeline: [Link to your CRM or sales pipeline document]
• Important Notes: [Include any client-specific information, like preferred communication methods]

I’m available at [Your Personal Email] until [Date] if you need to reach me with any questions.

Best,

[Your Name]

Subject: Handover – Customer Support – [Your Name]

Hi [Recipient Name],

I’m handing over my customer support responsibilities. Here’s what you need to know:

• Outstanding Tickets: [Link to the ticketing system and list the critical/high-priority cases]
• Common Issues: [Summarize frequently asked questions and troubleshooting steps]
• Key Customers: [Highlight any difficult or high-value customers]
• Support Tools: [Links to the help desk, knowledge base, and any relevant communication channels]

Please remember that the most important aspect of the job is the empathy for the clients.

Best,

[Your Name]

Subject: Handover – Marketing Activities – [Your Name]

Hi [Recipient Name],

This email outlines my handover for marketing activities, with my last day being [Your Last Day].

• Ongoing Campaigns: [Details about each active campaign, including deadlines, performance metrics, and budget]
• Social Media: [Log-in information and content calendar]
• Email Marketing: [List of any upcoming email campaigns and the email service provider]
• Key Contacts: [Contact information for agencies, vendors, and key internal team members]
• Marketing calendar: [Include a link to the calendar]

I wish you the best in your future work and am happy to help with the transition.

Thanks,

[Your Name]

Subject: Handover – Development Projects – [Your Name]

Hi [Recipient Name],

This email summarizes the code and tasks I have been working on.

• Current Projects: [List projects, status, and access details (e.g., repository links)]
• Known Bugs: [List known bugs and the progress to resolve them]
• Code Documentation: [Indicate location of code documentation]
• Development Environment: [Details on setting up and maintaining the development environment]

I’m also available at [Your Personal Email] until [Date] if you need to reach me with any questions.

Thanks,

[Your Name]

Subject: Handover – Administrative Tasks – [Your Name]

Hi [Recipient Name],

Here is my handover for all of my administrative duties. My last day is [Your Last Day].

• Calendar: [Share access to your calendar and any relevant meeting details]
• Contact Information: [Important contacts, including phone numbers and email addresses]
• Office Supplies: [Information on ordering supplies and the current inventory]
• Expense Reports: [Instructions for the expense reporting process]
• Key logins: [List the login information for essential accounts, such as the HR or Accounting system]

Please feel free to contact me with any questions.

Best regards,

[Your Name]

Subject: Handover – Team Lead Responsibilities – [Your Name]

Hi [Recipient Name],

Here is my handover for my responsibilities as a team lead, with my final day being [Your Last Day].

• Team Members: [A list of team members and their roles]
• Ongoing Projects: [Brief description of each project and their current status]
• Meeting Schedule: [Share a list of recurring meetings and their frequency]
• Important Documents: [Links to shared drives and important documents]
• Team KPIs: [Brief explanation of team KPIs and any special requirements.]

I wish you the best of luck.

Thanks,

[Your Name]