Handing over work to a colleague or client can be a delicate process.
You want to ensure that all the necessary information is communicated clearly and concisely while maintaining a professional and courteous tone.
Crafting the perfect email to hand over work is an essential skill for anyone in the workplace.
In this article, we’ll provide you with 20 sample emails that you can use as templates for your handover emails.
These emails cover a variety of situations, from handing over a completed project to delegating tasks to a team member.
By the end of this article, you’ll have a solid understanding of how to write effective handover emails that get the job done.
Sample Emails to Handover Work
Here are 20 sample emails you can use as a starting point when handing over work:
1. Project Completion Handover Email
Subject: Project ABC Completed – Handover Documents Attached
Dear [Name],
I’m pleased to inform you that Project ABC has been completed. Attached to this email, you will find all the relevant handover documents, including:
– Final project report
– User manual
– Source code and documentation
– Project timeline and budget overview
Please review these documents carefully and let me know if you have any questions or concerns. I’d be happy to schedule a meeting to go over the details and ensure a smooth transition.
Thank you for your support throughout this project. It’s been a pleasure working with you and your team.
Best regards,
[Your Name]
2. Task Delegation Email
Subject: Task Delegation – Website Content Update
Hi [Name],
I hope this email finds you well. I have a task that I believe aligns perfectly with your skills and expertise. We need to update the content on our company website, specifically the “About Us” and “Services” pages.
Here’s what the task entails:
1. Review the existing content on the “About Us” and “Services” pages.
2. Research our company’s latest offerings and achievements.
3. Draft new content that accurately reflects our current positioning and value proposition.
4. Proofread and edit the content for clarity, grammar, and style.
5. Submit the updated content for review by [deadline].
Please let me know if you have any questions or if you need any additional resources to complete this task. I’m confident that you’ll do an excellent job and I look forward to seeing your work.
Best,
[Your Name]
3. Handover Email for Vacation Cover
Subject: Vacation Handover – [Your Name] – [Dates]
Hello [Name],
As we discussed, I will be out of the office on vacation from [start date] to [end date]. During my absence, I would greatly appreciate your assistance in covering my responsibilities.
Here are the key tasks that will need attention:
1. Responding to customer inquiries via email and phone
2. Processing orders and invoices
3. Attending the weekly team meeting on [date] and taking notes
4. Monitoring the project dashboard and updating the status as needed
I’ve prepared a detailed handover document that outlines each task, along with relevant contacts and resources. You can find this document attached to this email.
If any urgent matters arise, please don’t hesitate to reach out to [Manager’s Name], who will be available to provide guidance and support.
Thank you in advance for your help during my absence. I’m confident that everything will run smoothly under your capable management.
Warm regards,
[Your Name]
4. Client Onboarding Handover Email
Subject: New Client Onboarding – [Client Name] – Handover
Dear [Name],
I wanted to inform you that we’ve successfully onboarded our new client, [Client Name]. As the account manager, you will be responsible for overseeing their projects and ensuring their satisfaction.
To bring you up to speed, I’ve prepared a comprehensive onboarding package, which includes:
– Client profile and contact information
– Project scope and deliverables
– Timeline and milestones
– Billing and invoice details
I’ve also scheduled an introductory call with the client on [date] at [time], which I would like you to attend. This will be an excellent opportunity for you to introduce yourself and discuss the next steps.
Please review the onboarding package and let me know if you have any questions. I’m confident that you’ll excel in managing this account and building a strong relationship with the client.
All the best,
[Your Name]
5. Project Status Update and Handover Email
Subject: Project XYZ Status Update and Handover
Hi [Name],
I wanted to provide you with an update on the status of Project XYZ and officially hand over the remaining tasks to you. Here’s where we stand:
Completed Tasks:
– Market research and competitor analysis
– Product design and prototyping
– User testing and feedback incorporation
Remaining Tasks:
– Development of the MVP (Minimum Viable Product)
– Creation of marketing materials
– Launch planning and execution
I’ve updated the project management tool with detailed notes on each completed task, as well as the next steps for the remaining tasks. You can access this information by logging into the tool and navigating to the Project XYZ dashboard.
Please let me know if you have any questions or concerns. I’m available to provide any additional context or support you may need to ensure a smooth transition.
Thank you for taking on this project. I’m excited to see how it progresses under your leadership.
Cheers,
[Your Name]
6. Training Session Handover Email
Subject: Training Session Handover – [Topic] – [Date]
Dear [Name],
Thank you for agreeing to lead the upcoming training session on [Topic] scheduled for [Date]. To help you prepare, I’ve compiled all the necessary materials and resources.
Attached to this email, you will find:
– Training agenda and objectives
– Presentation slides
– Handouts and worksheets
– Participant list and background information
I’ve also reserved the conference room and arranged for the required audiovisual equipment. If you need any additional resources or have any specific requirements, please let me know as soon as possible.
To ensure a successful training session, I recommend:
1. Reviewing the materials thoroughly
2. Practicing your presentation
3. Preparing engaging activities and discussions
4. Arriving at the venue early to set up and test the equipment
If you have any questions or would like to discuss the content further, feel free to reach out to me. I’m here to support you and ensure that the training session is a valuable experience for all participants.
Best of luck,
[Your Name]
7. Process Documentation Handover Email
Subject: Process Documentation Handover – [Process Name]
Hello [Name],
As part of our ongoing effort to streamline our operations, I’ve documented the [Process Name] process. This documentation will serve as a valuable resource for training new team members and ensuring consistency in our work.
Attached to this email, you will find:
– Process flowchart
– Step-by-step guide
– FAQ section
– Related templates and forms
Please take some time to review the documentation and familiarize yourself with the process. If you identify any areas that need clarification or have suggestions for improvement, please let me know.
I’d like to schedule a meeting next week to walk through the documentation together and address any questions or concerns you may have. Please let me know your availability.
Thank you for your commitment to continuous improvement and for helping us maintain a high standard of work.
Best regards,
[Your Name]
8. Handover Email for Leaving the Company
Subject: Handover – [Your Name] – Last Day [Date]
Dear [Name],
As you know, my last day with the company is [Date]. To ensure a smooth transition, I’ve prepared a comprehensive handover document detailing my responsibilities, ongoing projects, and key contacts.
In the attached document, you will find:
– Job description and key responsibilities
– Status updates on ongoing projects
– List of important contacts (clients, vendors, and colleagues)
– Login credentials for relevant accounts and tools
– Location of important files and resources
I’ve also taken the liberty of organizing my files and updating the team’s knowledge base with any pertinent information. If you have any questions or need clarification on any aspect of my work, please don’t hesitate to reach out.
It’s been a pleasure working with you and the rest of the team. I’m confident that you’ll excel in taking over my responsibilities and continuing to drive the company’s success.
Wishing you all the best,
[Your Name]
9. Handover Email for a Colleague’s Parental Leave
Subject: Parental Leave Handover – [Colleague’s Name]
Hi [Name],
As [Colleague’s Name] prepares for their parental leave, I wanted to share some important information regarding their responsibilities and ongoing projects.
Attached to this email, you will find a handover document that includes:
– [Colleague’s Name]’s key responsibilities and tasks
– Status updates on their current projects
– List of clients and their contact information
– Upcoming deadlines and milestones
– Relevant files and resources
During [Colleague’s Name]’s absence, we will need to distribute their workload among the team. I’ve proposed a plan in the handover document, but I welcome your input and suggestions.
Please review the document and let me know if you have any questions or concerns. I’d like to schedule a team meeting next week to discuss the handover in more detail and ensure that we’re all on the same page.
Thank you for your support and understanding during this time. I’m confident that by working together, we can maintain our high standards and continue to deliver excellent results for our clients.
Best,
[Your Name]
10. Handover Email for an Interim Role
Subject: Interim Role Handover – [Role Name]
Dear [Name],
Thank you for agreeing to take on the interim role of [Role Name] while we search for a permanent replacement. To help you transition into this position, I’ve prepared a handover package that outlines the key responsibilities and ongoing projects.
In the attached document, you will find:
– Job description and main duties
– Overview of the team structure and reporting lines
– Status updates on current projects and initiatives
– List of important contacts (internal and external)
– Upcoming meetings and events
I’ve also scheduled a series of knowledge transfer sessions with the outgoing [Role Name] to ensure that you have all the information and context you need to succeed in this role. These sessions will take place over the next week, and I encourage you to come prepared with any questions you may have.
Please review the handover package and let me know if there’s anything else you need. I’m here to support you throughout this transition and ensure that you have the resources and guidance necessary to excel in this interim role.
Thank you for your dedication and flexibility. I’m confident that you’ll do an outstanding job.
Sincerely,
[Your Name]
11. Project Takeover Handover Email
Subject: Project XYZ Takeover Handover
Hi [Name],
I hope this email finds you well. As discussed, I will be transitioning off Project XYZ, and you will be taking over as the new project manager. To ensure a seamless transition, I’ve compiled all the necessary information and resources for you.
Attached to this email, you will find:
– Project charter and scope document
– Project plan and timeline
– Budget and resource allocation
– Team member roles and responsibilities
– Communication plan and stakeholder list
– Risk management plan
– Latest status report
I’ve also updated the project management tool with all the relevant documents and notes. You should have received an invitation to access the tool. If you haven’t, please let me know, and I’ll resend the invitation.
To help you get up to speed, I’ve scheduled a handover meeting for [Date] at [Time]. During this meeting, we’ll go through the project in detail, and I’ll address any questions or concerns you may have.
Please review the attached documents and come to the meeting prepared with any questions. I’m committed to making this transition as smooth as possible and will be available to provide support even after the handover.
Thank you for taking on this project. I’m confident that under your leadership, Project XYZ will continue to progress and achieve its objectives.
Best regards,
[Your Name]
12. Resignation Handover Email
Subject: Resignation Handover – [Your Name]
Dear [Manager’s Name],
As per our discussion, I am submitting my formal resignation from my position as [Job Title], effective [Date]. To ensure a smooth transition, I have prepared a comprehensive handover document detailing my responsibilities, ongoing projects, and key contacts.
Attached to this email, you will find:
– Job description and key responsibilities
– Status updates on ongoing projects
– List of important contacts (clients, vendors, and colleagues)
– Login credentials for relevant accounts and tools
– Location of important files and resources
Over the next [Number] weeks, I will be working diligently to complete any outstanding tasks and ensure that all my work is properly documented and easily accessible to my successor. I am also available to participate in any handover meetings or training sessions as required.
I want to take this opportunity to express my gratitude for the support and growth opportunities I have received during my time at [Company Name]. It has been a pleasure working with you and the team, and I wish the company all the best in its future endeavors.
Please let me know if there is anything else I can do to facilitate a smooth transition.
Sincerely,
[Your Name]
13. Sick Leave Handover Email
Subject: Sick Leave Handover – [Your Name]
Hello [Name],
I am writing to inform you that I will be taking sick leave starting [Date] due to [Reason]. As discussed, I have prepared a handover document to ensure that my tasks and responsibilities are covered during my absence.
In the attached document, you will find:
– List of my current tasks and their deadlines
– Status updates on ongoing projects
– Contact information for key clients and stakeholders
– Instructions for accessing necessary files and resources
– Recommendations for delegating tasks to other team members
I have also notified my clients and colleagues of my upcoming absence and have provided them with your contact information should they need assistance during this time.
Please review the handover document and let me know if you have any questions or concerns. I am available to discuss the contents of the document in more detail before I begin my leave.
Thank you for your support and understanding during this time. I am confident that the team will be able to manage my workload effectively in my absence.
Best regards,
[Your Name]
14. Team Lead Transition Handover Email
Subject: Team Lead Transition Handover
Dear [Name],
Congratulations on your new role as the team lead! I am excited to work with you and support you in this transition. To help you get started, I have prepared a comprehensive handover document outlining the key aspects of the team lead position.
Attached to this email, you will find:
– Team structure and member roles
– Current projects and their statuses
– Upcoming deadlines and milestones
– Budget and resource allocation
– Team performance metrics and goals
– Meeting schedules and agendas
– Important contacts (internal and external)
I have also scheduled a series of knowledge transfer sessions over the next two weeks to discuss each aspect of the role in more detail. During these sessions, we will cover team management strategies, communication protocols, and best practices for leading successful projects.
Please review the handover document and come prepared with any questions you may have. I am committed to making this transition as smooth as possible and will continue to be available as a resource even after the handover is complete.
Thank you for taking on this leadership role. I do not doubt that you will excel in this position and drive the team to even greater success.
Sincerely,
[Your Name]
15. End-of-Year Handover Email
Subject: End-of-Year Handover – [Department/Team Name]
Dear [Name],
As we approach the end of the year, I wanted to take a moment to reflect on our accomplishments and prepare for the upcoming year. To ensure a strong start in [Year], I have compiled a handover document that outlines our department’s key initiatives, successes, and areas for improvement.
Attached to this email, you will find:
-Department goals and objectives for [Current Year]
– Key achievements and milestones
– Challenges faced and lessons learned
– Budget overview and financial performance
– Team member contributions and performance evaluations
– Recommendations for [Next Year]
I have also organized all the relevant files and documents in our shared drive, making it easy for you and the team to access the information you need to plan for the upcoming year.
Please take some time to review the handover document and share your thoughts and ideas. I would like to schedule a department meeting in the first week of [Next Year] to discuss our priorities and set the direction for the year ahead.
Thank you for your hard work and dedication throughout [Current Year]. It has been a pleasure working with you, and I look forward to celebrating our successes and tackling new challenges together in [Next Year].
Best wishes,
[Your Name]
16. Maternity Leave Handover Email
Subject: Maternity Leave Handover – [Your Name]
Dear [Manager’s Name],
As we discussed, I will be starting my maternity leave on [Date] and plan to return to work on [Date]. To ensure a smooth transition and minimal disruption to our team’s workflow, I have prepared a comprehensive handover document.
Attached to this email, you will find:
– My current projects and their statuses
– Upcoming deadlines and deliverables
– Client communication and expectations
– Team member responsibilities and capacities
– Important contacts and resources
– Recommendations for task allocation and coverage during my absence
Over the next few weeks, I will be working closely with my team members to bring them up to speed on my projects and ensure that they have all the necessary information and resources to maintain progress while I am away.
Please review the handover document and let me know if you have any questions or concerns. I am available to discuss the plan in more detail and make any necessary adjustments before I begin my leave.
Thank you for your support and understanding during this exciting time. I am confident that our team will continue to thrive in my absence, and I look forward to returning to work and contributing to our collective success.
Warm regards,
[Your Name]
17. Sabbatical Handover Email
Subject: Sabbatical Handover – [Your Name]
Dear [Name],
I hope this email finds you well. As you may know, I will be taking a sabbatical from [Start Date] to [End Date] to pursue a personal development opportunity. To ensure a smooth transition and uninterrupted workflow for our team, I have prepared a handover document detailing my current responsibilities and projects.
Attached to this email, you will find:
– My role description and key duties
– Status updates on ongoing projects and initiatives
– Upcoming deadlines and milestones
– Client and stakeholder communication plans
– Team member roles and backup arrangements
– Important contacts and resources
In the coming weeks, I will be working closely with you and the team to transfer knowledge, delegate tasks, and ensure that everyone is well-prepared to handle my responsibilities during my absence.
Please take some time to review the handover document and share your thoughts or concerns. I would like to schedule a meeting with you and the relevant team members to discuss the plan in detail and make any necessary adjustments.
Thank you for your support and understanding as I embark on this personal growth opportunity. I have full confidence in your ability to lead the team and maintain our high standards of work during my sabbatical.
Best regards,
[Your Name]
18. Project Milestone Handover Email
Subject: Project ABC Milestone 2 Handover
Hi [Name],
Congratulations on successfully completing Milestone 1 of Project ABC! As we move into the next phase of the project, I wanted to share some important information and resources to help you and your team navigate Milestone 2.
Attached to this email, you will find:
– Milestone 2 objectives and deliverables
– Updated project timeline and budget
– Resource allocation and team member roles
– Risk assessment and mitigation strategies
– Stakeholder communication plan
– Lessons learned from Milestone 1
I have also updated our project management tool with the latest information and created tasks for each team member based on their responsibilities for Milestone 2.
Please review the attached documents and share them with your team. I would like to schedule a kick-off meeting for Milestone 2 next week to align everyone on the objectives, discuss the plan, and address any questions or concerns.
Your team’s performance in Milestone 1 was exemplary, and I have no doubt that you will continue to excel in Milestone 2. If you need any support or guidance along the way, please don’t hesitate to reach out to me.
Keep up the great work!
Best,
[Your Name]
19. Retirement Handover Email
Subject: Retirement Handover – [Your Name]
Dear [Name],
As you know, I will be retiring from my position as [Job Title] on [Date]. It has been an incredible journey working with you and the team at [Company Name], and I am grateful for the opportunities and experiences I have had throughout my career.
To ensure a smooth transition and continuity of our team’s work, I have prepared a comprehensive handover document detailing my responsibilities, ongoing projects, and key contacts.
Attached to this email, you will find:
– My job description and key responsibilities
– Status updates on current projects and initiatives
– Important client and stakeholder relationships
– Team member roles and development plans
– Organizational knowledge and best practices
– Recommendations for the future direction of the team
Over the next few weeks, I will be working closely with you and the team to transfer knowledge, provide training, and ensure that everyone is well-prepared to take on new responsibilities after my departure.
Please review the handover document and let me know if you have any questions or concerns. I am available to discuss the contents of the document in more detail and make any necessary adjustments to the transition plan.
It has been an honor working with you, and I am confident that the team will continue to thrive under your leadership. I look forward to celebrating our accomplishments together before I begin this new chapter in my life.
With gratitude,
[Your Name]
20. Department Restructuring Handover Email
Subject: Department Restructuring Handover – [Department Name]
Dear [Name],
As part of our company’s ongoing efforts to optimize operations and improve efficiency, we have made the decision to restructure the [Department Name] department. To ensure a smooth transition and clear communication of the changes, I have prepared a handover document outlining the new department structure and its impact on our team.
Attached to this email, you will find:
– New department structure and reporting lines
– Updated roles and responsibilities for each team member
– Revised goals and objectives for the department
– Transition timeline and key milestones
– Communication plan for internal and external stakeholders
– FAQs and resources for support during the transition
I understand that change can be challenging, but I firmly believe that this restructuring will position our department for greater success and provide new opportunities for growth and development.
Please take some time to review the handover document and share any questions or concerns you may have. I will be scheduling individual meetings with each team member to discuss their new roles and responsibilities in more detail.
In addition, I will be hosting a department-wide meeting next week to present the restructuring plan, address any questions, and discuss how we can work together to ensure a successful transition.
Thank you for your patience, understanding, and commitment to our team during this time of change. I am confident that with your support and collaboration, we will emerge from this restructuring stronger and better equipped to achieve our goals.
Best regards,
[Your Name]
Wrapping Up
Effective communication is key when handing over work to colleagues or clients.
By crafting clear, concise, and informative emails, you can ensure that everyone involved has the information and resources they need to successfully take on new responsibilities and maintain uninterrupted progress.
The 20 sample emails provided in this article cover a wide range of handover situations, from project transitions and team lead changes to sick leave and retirement.
Use these templates as a starting point, customizing them to fit your specific needs and context.
Remember, a well-executed handover is not only beneficial for the individuals directly involved but also for the overall success and continuity of your team and organization.