Ace Your Transition: A Guide to the Perfect Job Responsibility Handover Email Sample

Subject: Handover of Responsibilities – [Your Name]

Hi [Recipient Name],

Please find below the details for the handover of my responsibilities as [Your Job Title]. My last day of employment is [Your Last Day].

Here’s a summary of my key tasks, along with relevant information:

• Project A: [Brief description, current status, next steps, key contacts: Name, Email, Phone]
• Project B: [Brief description, current status, next steps, key contacts: Name, Email, Phone]
• Regular Tasks:
• [Task 1]: [Details, frequency, relevant documents/locations]
• [Task 2]: [Details, frequency, relevant documents/locations]

Key Contacts:

• [Contact Name]: [Role], [Email], [Phone]
• [Contact Name]: [Role], [Email], [Phone]

Access Information: [List any passwords, shared drive locations, etc.]

I’m available via email at [Your Email] until my last day if you have any questions. I wish you the best!

Best regards,

[Your Name]

Subject: Handover – Project [Project Name]

Hi [Recipient Name],

As you know, I’ll be handing over Project [Project Name] to you. My last day is [Your Last Day].

Here’s what you need to know:

Project Goals: [Briefly restate the project’s objectives.]

Current Status: [Detailed update – where the project stands.]

Outstanding Tasks:

• [Task 1]: [Details, due date, who is involved]
• [Task 2]: [Details, due date, who is involved]

Key Documents: [List and link to important documents.]

Key Contacts: [List relevant contacts with their roles and contact info.]

Please let me know if you have any questions. I’m available at [Your Email] until [Your Last Day].

Thanks,

[Your Name]

Subject: Introduction – [Your Replacement’s Name] & Handover

Hi Team,

I’m writing to introduce [Your Replacement’s Name], who will be taking over my role as [Your Job Title]. My last day is [Your Last Day].

[Your Replacement’s Name] is [briefly describe their experience and skills]. They will be responsible for [mention the main responsibilities].

I’ve been working closely with [Your Replacement’s Name] to ensure a smooth transition. Please feel free to reach out to them directly with any questions related to my former responsibilities. Their email is [Your Replacement’s Email] and their phone number is [Your Replacement’s Phone Number].

I wish you all the best and thank you for your support during my time here.

Best regards,

[Your Name]

Subject: Handover – [Task Name] Procedure

Hi [Recipient Name],

Here’s a detailed guide on how to complete [Task Name].

1. Step 1: [Detailed instructions with screenshots if possible.]
2. Step 2: [Detailed instructions with screenshots if possible.]
3. Step 3: [Detailed instructions with screenshots if possible.]

Important Notes: [Include any critical information or potential issues.]

Resources: [Link to relevant documents or training materials.]

Please reach out if you have any trouble. I’m available at [Your Email] until [Your Last Day].

Thanks,

[Your Name]

Subject: Handover – Access Rights and Logins

Hi [Recipient Name],

To ensure a smooth transition, I’m providing the following information regarding access rights and system logins. My last day is [Your Last Day].

My Usernames and Passwords (For Your Reference):

• [System Name]: [Username] / [Password] (Note: Please change this after my departure.)
• [System Name]: [Username] / [Password] (Note: Please change this after my departure.)

Shared Drive/Folder Access: [Location and description of what is stored there]

Contact for IT Support: [Name, Email, and Phone Number of IT support]

Please be sure to change the passwords after my last day for security. Let me know if you need any help with this.

Best regards,

[Your Name]

Subject: Handover – Training Materials and Resources

Hi [Recipient Name],

I’ve compiled a list of resources and training materials that will be helpful as you take over my responsibilities. My last day is [Your Last Day].

Key Documents:

• [Document Name]: [Link/Location] – [Brief Description]
• [Document Name]: [Link/Location] – [Brief Description]

Training Materials:

• [Training Link 1]: [Brief Description]
• [Training Link 2]: [Brief Description]

Contacts for Support: [List of important people to reach out to for specific task.]

I hope these resources are helpful! Please don’t hesitate to ask if you have any questions as you go through them. I’m available at [Your Email] until [Your Last Day].

Best regards,

[Your Name]