Taking time off work should be stress-free. Yet many people worry about leaving projects unfinished or tasks unattended. A well-written vacation handover email can solve this problem. This simple message lets your team know about your absence, assigns responsibilities, and provides key information to keep work flowing while you relax.
Good vacation handover emails make returning to work easier too. They create clear records of who handled what during your time away. This helps you catch up quickly when you get back. The samples below offer ready-to-use templates for different job roles and situations. Each can be changed to fit your needs.
Vacation Handover Email Samples
These email examples will help you write the perfect handover message before your vacation.
1. Basic Vacation Handover Email
Subject: Vacation Notice: Out of Office from [Start Date] to [End Date]
Dear Team,
I will be on vacation from [Start Date] to [End Date] and will return to the office on [Return Date].
During my absence, [Colleague Name] will handle my daily tasks and responsibilities. I have briefed them on all ongoing projects and pending matters.
For urgent inquiries, please contact: – [Colleague Name] at [Email/Phone] for [Specific Responsibilities] – [Another Colleague] at [Email/Phone] for [Other Responsibilities]
I have completed the following tasks before my departure: – [Task 1] – [Task 2] – [Task 3]
The following tasks are still in progress: – [Task 1] – Current status: [Status]. Next steps: [Next Steps] – [Task 2] – Current status: [Status]. Expected completion: [Date]
My access to email will be limited, but I will try to check messages occasionally.
Thank you for your understanding, and I look forward to seeing you when I return.
Best regards,
[Your Name] [Signature block: Full name, Job title, Department, Company name, Contact details]
2. Detailed Project Handover Email
Subject: Project Handover – Vacation from [Start Date] to [End Date]
Hello everyone,
As you may know, I’ll be away on vacation from [Start Date] through [End Date]. I want to make sure all our projects continue smoothly during this time.
I’ve put together detailed status updates on all current projects:
PROJECT A: – Current phase: [Phase details] – Completed items: [List of completed tasks] – Pending items: [List of pending tasks] – Deadlines: [List of upcoming deadlines] – Key contacts: [Names and contact details] – Location of files: [File paths or links]
PROJECT B: – Current phase: [Phase details] – Completed items: [List of completed tasks] – Pending items: [List of pending tasks] – Deadlines: [List of upcoming deadlines] – Key contacts: [Names and contact details] – Location of files: [File paths or links]
[Colleague Name] will be the main point of contact for all these projects. They have access to all necessary files and have been fully briefed on what needs attention.
If any urgent matters come up that [Colleague Name] can’t address, please contact [Manager’s Name] at [contact details].
Thank you all for your support. I look forward to catching up when I return.
Warm regards,
[Your Name] [Signature block: Full name, Job title, Department, Company name, Phone number, Email address]
3. Customer Service Team Handover Email
Subject: Customer Service Coverage During My Vacation [Dates]
Hi Team,
I wanted to let you know that I’ll be on vacation from [Start Date] to [End Date].
During this time, my open customer tickets have been reassigned as follows:
Priority 1 cases: – Ticket #[Number] ([Brief description]) → Assigned to [Colleague Name] – Ticket #[Number] ([Brief description]) → Assigned to [Colleague Name]
Regular cases: – Tickets #[Number range] → Assigned to [Colleague Name] – Tickets #[Number range] → Assigned to [Colleague Name]
My key accounts will be handled by: – [Client Name]: [Colleague Name] – [Contact info] – [Client Name]: [Colleague Name] – [Contact info]
All case notes are up to date in our system. I’ve also created a shared document with additional context for complex cases here: [Link to document]
My customers have been notified of my absence and introduced to their temporary contacts.
Thanks for covering for me while I’m away!
All the best,
[Your Name] [Signature block: Name, Position, Team, Company, Contact information, Support hours]
4. Manager to Team Handover Email
Subject: Management Coverage During My Vacation [Dates]
Dear Team,
I will be taking some time off from [Start Date] to [End Date], returning on [Return Date].
Leadership arrangements during my absence: – [Colleague Name] will serve as acting manager for our team – [Their Name] will handle approvals and sign-offs – Weekly team meetings will continue as scheduled, led by [Name]
Project updates: – Q3 Planning: Documents finalized and submitted to [Department] – Client Presentations: All materials ready in the shared folder [Link] – Budget Review: Postponed until my return
For urgent matters, please follow this escalation path: 1. [Acting Manager Name] – [Contact details] 2. [Department Head] – [Contact details]
I trust you all to keep things running smoothly. You’re an amazing team, and I appreciate your support in allowing me to take this break.
I won’t be checking emails regularly, so please reach out to [Acting Manager] for any needs.
See you all on [Return Date]!
Thanks,
[Your Name] [Signature block: Full name, Management position, Department, Company, Direct line, Mobile number]
5. Sales Representative Handover Email
Subject: Sales Coverage While I’m Out of Office [Dates]
Hi Sales Team,
I’ll be on vacation from [Start Date] to [End Date]. I want to make sure our clients get the same great service while I’m away.
Active deals and handovers:
1. [Client Name] – Contract negotiation
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- Status: Waiting for legal review of terms*
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- Next step: Follow up on [Date]*
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- Handed to: [Colleague Name]*
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- Contact person at client: [Name], [Email], [Phone]*
2. [Client Name] – Product demo
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- Status: Demo scheduled for [Date/Time]*
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- Materials: Presentation in Sales Drive > Q2 > [Client Name]*
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- Handed to: [Colleague Name]*
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- Notes: Client particularly interested in [Feature]*
3. [Client Name] – Proposal stage
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- Status: Proposal submitted on [Date]*
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- Next step: Follow-up call due [Date]*
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- Handed to: [Colleague Name]*
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- Decision maker: [Name], [Position]*
My accounts have been notified about my absence. Commission splits for any deals that close during this period have been agreed with [Sales Manager] and the covering reps.
The sales dashboard is updated with all my pipeline information.
Thank you all for the coverage!
Best,
[Your Name] [Signature block: Name, Sales title, Territory/accounts covered, Company, Contact number, Sales team contact details]
6. IT Support Handover Email
Subject: IT Support Coverage – Away [Dates]
Hello IT Team,
I’ll be out of the office on vacation from [Start Date] to [End Date].
Current tickets and issues:
Critical (needs daily attention): – Ticket #[Number]: Network slowness on Floor 3
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- Current status: Monitoring bandwidth usage*
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- [Colleague Name] will check daily reports*
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- Vendor contact: [Name] at [Company] if issues escalate*
– Ticket #[Number]: Email delivery delays
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- Working with [Email Provider]*
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- [Colleague Name] has admin access and vendor contact details*
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- Check status at [Dashboard URL]*
Ongoing projects: – Server migration planning
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- Documents in [Folder Location]*
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- No action needed until I return*
– Software deployment
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- On hold until [Date]*
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- [Colleague Name] has details if anything comes up*
System maintenance schedule: – No planned maintenance during my absence – Emergency procedures documented in [Link/Location]
All passwords and access credentials are stored in our password manager. [Manager Name] has emergency access.
Thank you for covering the support requests while I’m away!
Thanks,
[Your Name] [Signature block: Full name, IT position, Department, Technical certifications, Emergency contact number, Escalation contacts]
7. Short and Simple Handover Email
Subject: Out of Office [Dates] – Handover Info
Hi everyone,
Just a quick note to let you know I’ll be on vacation from [Start Date] to [End Date].
Key handovers: – Daily reports → [Colleague Name] – Client calls → [Colleague Name] – Team inbox → [Colleague Name]
Everything is up to date, and I’ve briefed my coverage team on what to expect.
For anything urgent, please contact [Manager/Colleague Name] at [Email/Phone].
Thanks and see you when I get back!
Cheers,
[Your Name] [Signature block: Name, Role, Company, Main contact information]
8. HR Professional Handover Email
Subject: HR Coverage During My Vacation [Dates]
Dear Colleagues,
I will be taking vacation time from [Start Date] to [End Date]. During this period, HR support will continue without interruption.
Ongoing processes and their handlers:
Recruitment: – [Job Title] interviews: [Colleague Name] will coordinate with department heads – Job postings on [Platform]: [Colleague Name] will monitor applications – Offer letters pending: All sent, [Colleague Name] will handle any questions
Employee Relations: – Open cases have been documented in our system – [Colleague Name] will handle any urgent employee concerns – Scheduled meetings have been reassigned as noted in the team calendar
Payroll & Benefits: – Next payroll run: [Date] – [Colleague Name] will manage – Benefits enrollment for new hires: [Colleague Name] will process – Forms and documents: Available in the HR shared drive
For general HR questions, the team inbox will be monitored by [Colleague Name].
If you need help with anything not covered above, please contact [HR Manager Name] at [Contact Details].
Thank you for your understanding.
Best regards,
[Your Name] [Signature block: Full name, HR position, Department, Professional certifications, Company details, Alternative HR contacts]
9. Team Lead to Boss Handover Email
Subject: Vacation Handover Plan – Out from [Dates]
Dear [Boss’s Name],
As discussed, I’ll be on vacation from [Start Date] to [End Date]. Here’s a complete handover plan for my responsibilities during this period.
Team leadership: – [Colleague Name] will lead daily stand-ups and weekly planning meetings – Team performance dashboard will be updated by [Colleague Name] – One-on-one meetings rescheduled for after my return
Current projects: 1. [Project Name]
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- Status: [Brief status description]*
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- Handover to: [Colleague Name]*
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- Potential issues: [Any concerns and mitigation plans]*
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- Client contact: [Client Name and details if relevant]*
2. [Project Name]
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- Status: [Brief status description]*
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- Handover to: [Colleague Name]*
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- Deadlines during my absence: [List any key dates]*
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- All materials available at: [Location]*
Administrative matters: – My approval rights will be temporarily assigned to [Colleague Name] – Monthly department report: draft completed and saved at [Location] – Budget review scheduled for [Date] will be handled by [Colleague Name]
I’ve briefed all team members on their expanded responsibilities and confirmed they’re comfortable with the arrangements.
While I plan to disconnect completely, I can be reached at [Personal Email/Phone] in case of true emergencies.
Thank you for supporting my time off. I look forward to returning refreshed on [Return Date].
Regards,
[Your Name] [Signature block: Full name, Team Leader position, Department, Company, Direct line, Executive assistant contact if applicable]
10. Multiple Project Handover Email
Subject: Project Handovers for My Vacation [Dates]
Hello team,
I’ll be on vacation from [Start Date] through [End Date]. Here’s how my projects will be handled during this time:
PROJECT 1: [Project Name] Status: [Current status] Key contact: [Client/Stakeholder name] Handover to: [Colleague Name] Next deadline: [Date and deliverable] Important notes: – [Specific instruction or information] – [Specific instruction or information] Files location: [Path or link]
PROJECT 2: [Project Name] Status: [Current status] Key contact: [Client/Stakeholder name] Handover to: [Colleague Name] Next deadline: [Date and deliverable] Important notes: – [Specific instruction or information] – [Specific instruction or information] Files location: [Path or link]
PROJECT 3: [Project Name] Status: [Current status] Key contact: [Client/Stakeholder name] Handover to: [Colleague Name] Next deadline: [Date and deliverable] Important notes: – [Specific instruction or information] – [Specific instruction or information] Files location: [Path or link]
Standing meetings: – [Meeting name]: [Colleague] will attend – [Meeting name]: Canceled until my return – [Meeting name]: [Colleague] will lead
I’ve set an out-of-office reply and will have very limited access to emails during this time.
Thank you all for your support, and I’ll see you when I return!
Kind regards,
[Your Name] [Signature block: Name, Title, Project identifiers/numbers, Department, Company information]
11. Handover Email for Remote Team
Subject: Virtual Team Handover – Vacation [Dates]
Hi Remote Team,
I’ll be taking some time off from [Start Date] to [End Date] and will be mostly offline during this period.
Here’s how we’ll keep our virtual operations running smoothly:
Daily tasks: – Morning check-ins → [Colleague Name] will facilitate on Slack – Client emails → Auto-forwarded to [Colleague Name] – Weekly reports → Templates ready in [Location], [Colleague Name] will complete
Access and accounts: – Shared passwords temporarily added to team password manager – Admin access granted to [Colleague Name] for all platforms – Login details for [Specific Tool] sent separately to [Colleague Name]
Communication: – Team will continue using our main Slack channel – [Colleague Name] will join client calls on my behalf – All calendar invites updated with new attendees
Time zone coverage: – [Colleague Name] (Eastern Time) will cover morning hours – [Colleague Name] (Pacific Time) will cover afternoon/evening tasks
Location of key documents: – Latest client files: [Link to cloud storage] – Process documentation: [Link to wiki/documentation] – Meeting notes: [Link to shared notes]
While I plan to fully disconnect, you can reach me via text at [Phone Number] for true emergencies only.
Thanks everyone for allowing me this break!
Best,
[Your Name] [Signature block: Name, Remote position, Time zone, Virtual office details, Video conference ID]
12. Finance Department Handover Email
Subject: Finance Department Coverage – Vacation [Dates]
Dear Finance Team and Stakeholders,
I will be on annual leave from [Start Date] to [End Date]. I have arranged for all critical financial processes to continue in my absence.
Key financial processes:
Accounts Payable: – Invoices due: All processed through [Date] – New invoices: [Colleague Name] will handle approval workflow – Payment run scheduled for [Date]: [Colleague Name] will execute
Accounts Receivable: – Client payments: [Colleague Name] will track and record – Overdue accounts: Follow-up emails scheduled in system – New contracts: [Colleague Name] will set up in billing system
Reporting: – Month-end close: Preliminary work completed – Management reports: Templates ready at [Location] – Board financial pack: Draft completed, final review by [Manager Name]
Budgeting: – Q3 forecast: Completed and distributed – Department budget requests: [Colleague Name] will collect – Budget system access: Granted to [Colleague Name] temporarily
Banking and Treasury: – Cash position: Daily reports set up, [Colleague Name] will monitor – Foreign exchange: No actions needed during my absence – Banking authorizations: [Manager Name] to approve transactions
All critical deadlines occurring during my absence have been addressed or reassigned.
If urgent matters arise, please contact: – [Colleague Name] at [Contact Details] for daily operations – [Manager Name] at [Contact Details] for approvals and decisions
Thank you for your understanding.
Regards,
[Your Name] [Signature block: Full name, Finance position, Professional qualifications (CPA, etc.), Department, Company name, Banking/approval authority level]
13. Handover Email with Training Materials
Subject: Vacation Handover + Training Resources [Dates]
Hi Team,
I’ll be out of the office from [Start Date] to [End Date] enjoying some vacation time. To help things run smoothly while I’m away, I’ve created some training resources along with my regular handover information.
Task handovers: – [Task area]: [Colleague Name] – [Task area]: [Colleague Name] – [Task area]: [Colleague Name]
For each area, I’ve created step-by-step guides:
1. [Process Name] Training
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- Video walkthrough: [Link]*
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- Written guide: [Link]*
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- Common issues and solutions: [Link]*
2. [Process Name] Training
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- Video walkthrough: [Link]*
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- Written guide: [Link]*
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- Practice exercise: [Link]*
3. [System Name] Access Guide
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- Login details sent separately to relevant team members*
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- System navigation guide: [Link]*
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- Troubleshooting tips: [Link]*
I’ve arranged practice sessions with each coverage person this week, and they all feel comfortable with their assigned tasks.
All regular deadlines and deliverables are noted in our shared calendar with reminders set.
For questions or issues, please check the guides first, then reach out to [Manager/Senior Colleague] if you need additional help.
Thank you all for your support in making this handover work!
Best wishes,
[Your Name] [Signature block: Name, Position, Department, Training materials location, Return date]
14. Client-Facing Role Handover Email
Subject: Point of Contact During My Vacation [Dates]
Dear [Client Name],
I wanted to let you know that I will be on vacation from [Start Date] to [End Date]. During this time, I will have limited access to emails and phone.
Rest assured that you will still receive the same level of service from our team. [Colleague Name] will be your main point of contact while I’m away. They are fully briefed on our current projects and your specific needs.
Here are [Colleague Name]’s contact details: Email: [Email Address] Phone: [Phone Number] Office Hours: [Working Hours and Time Zone]
Current projects and status: – [Project/Service 1]: [Brief status update] – [Project/Service 2]: [Brief status update]
Before I leave, I’ll make sure that: – All your pending requests are addressed – Any scheduled deliverables during my absence are prepared in advance – [Colleague Name] has all the information needed to assist you
If you have any questions or need anything before I leave, please let me know by [Date – 2 days before vacation].
I appreciate your understanding and look forward to working with you again when I return on [Return Date].
Thank you for your continued partnership.
Best regards,
[Your Name] [Signature block: Name, Client relationship role, Account details, Company, Contact information, Client portal access details]
15. Executive Assistant Handover Email
Subject: Executive Support Coverage While I’m Out [Dates]
Dear [Executive’s Name] and Team,
I will be on vacation from [Start Date] to [End Date]. I have arranged comprehensive coverage for all executive support functions during my absence.
Calendar management: – All meetings confirmed through [End Date + 1 week] – Meeting materials prepared and stored at [Location] – [Colleague Name] will handle any scheduling changes – Travel arrangements confirmed and itineraries saved at [Location]
Communications: – Email monitoring: [Colleague Name] will check every [time period] – Phone calls: Forwarded to [Colleague Name] – Mail/packages: [Colleague Name] will sort daily – Important contacts notified of my absence
Projects and deadlines: – Board meeting prep: Materials finalized and saved at [Location] – Quarterly review: Data collected, report draft at [Location] – Office move planning: Vendor contacts briefed, next steps documented
Administrative tasks: – Expense reports: Submitted through [Date] – Invoice approvals: [Colleague Name] has temporary authorization – Supply orders: Placed in advance, delivery scheduled
Daily operations: – Morning briefing notes: Template at [Location] – Team updates: [Colleague Name] will compile – Office management: [Colleague Name] will handle any issues
Special instructions for [Executive’s Name]: – Sensitive matter [brief description]: [Colleague Name] has been briefed – Gift for [Person/Event]: Ordered, delivery scheduled for [Date] – Personal appointments: Confirmed and added to personal calendar
I have thoroughly briefed [Colleague Name] on all procedures and priorities. They can be reached at [Contact Details].
Thank you for allowing me this time off. I will return refreshed on [Return Date].
Warm regards,
[Your Name] [Signature block: Name, Executive Assistant position, Executive(s) supported, Department, Contact information, Executive suite details]
Wrap-up: Email Handovers for Vacations
A good vacation handover email gives you peace of mind while away from work. It helps your team know exactly what needs to be done and who should do it. The right handover makes sure work continues without problems and makes coming back to work easier too.
When writing your own handover email, pick the parts from these samples that match your job. Add your specific details about projects, contacts, and deadlines. Send your email a few days before you leave so people can ask questions if needed.
Taking time off should help you relax and recharge. A clear handover email is the first step to a truly peaceful vacation.