cover letter for handing over report

Written Samples

15 sample letters of handing over duties.

In the corporate world, transitions are an inevitable part of the journey.

Whether you’re moving on to a new role within the company or embarking on a fresh adventure elsewhere, handing over your duties to a successor is a crucial step in ensuring a smooth and seamless transition.

A well-crafted handover letter not only helps your replacement understand their new responsibilities but also demonstrates your professionalism and commitment to the company’s success.

Sample Letters of Handing Over Duties

To help you navigate this process, we’ve compiled 15 sample letters that showcase the art of handing over duties with clarity, grace, and finesse.

These templates cover a wide range of scenarios, from internal promotions to departures from the company, and provide a solid foundation for crafting your personalized handover letter.

So, whether you’re a seasoned executive or a first-time manager, these sample letters will serve as your guide to writing a compelling handover document.

Let’s dive in and explore the world of seamless transitions!

Sample Letter One: Internal Promotion

Subject: Handover of Marketing Manager Duties

Dear Sarah,

Congratulations on your promotion to Marketing Manager! I am thrilled to have you as my successor and am confident that you will excel in this role.

As I transition to my new position as Head of Sales, I want to ensure that you have all the information and resources necessary to hit the ground running. Please find attached a detailed handover document that outlines your key responsibilities, ongoing projects, and important contacts within the marketing department.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a meeting next week to discuss the handover in more detail and set you up for success.

Best regards,

Sample Letter Two: Departure from the Company

Subject: Handover of Project Manager Duties

As you know, my last day with the company is next Friday. I want to take this opportunity to thank you for being an incredible colleague and to ensure a smooth transition of my duties to you.

In the attached handover document, you will find a comprehensive overview of all ongoing projects, their current status, and upcoming deadlines. I have also included contact information for key stakeholders and clients, as well as access to all relevant files and resources.

I am committed to making this transition as seamless as possible. Please don’t hesitate to reach out if you have any questions or concerns. I am confident that you will excel in this role and wish you all the best.

Sample Letter Three: Temporary Leave of Absence

Subject: Handover of Sales Representative Duties

As I prepare for my maternity leave, I want to ensure that my duties are properly handed over to you. I am grateful for your willingness to step in during my absence and am confident that you will do an excellent job.

In the attached handover document, you will find a detailed list of my current clients, their contact information, and the status of each account. I have also included a calendar of upcoming meetings and deadlines, as well as access to all necessary sales materials and resources.

Please feel free to reach out to me with any questions you may have before my leave begins. I will be available for a handover meeting next week to discuss everything in more detail.

Thank you for your support, and I look forward to working with you again upon my return.

Best wishes,

Sample Letter Four: Retirement

Subject: Handover of Accounting Manager Duties

As I approach my retirement date, I want to ensure that the transition of my duties to you is as smooth as possible. It has been an absolute pleasure working with you over the years, and I am confident that you will excel in your new role as Accounting Manager.

Attached, you will find a comprehensive handover document that outlines all key responsibilities, ongoing projects, and important contacts within the accounting department. I have also included access to all relevant files, financial reports, and software systems.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a series of meetings over the next few weeks to discuss the handover in more detail and ensure that you are fully prepared to take on this new challenge.

Wishing you all the best in your new role, and thank you for being an outstanding colleague.

Sample Letter Five: Resignation

Subject: Handover of Human Resources Coordinator Duties

Dear Jennifer,

As per my resignation letter, my last day with the company will be two weeks from today. To ensure a smooth transition, I want to provide you with all the necessary information and resources to take over my duties as Human Resources Coordinator.

In the attached handover document, you will find a detailed list of my current responsibilities, ongoing projects, and key contacts within the HR department. I have also included a calendar of upcoming meetings, deadlines, and important dates, such as performance review cycles and benefits enrollment periods.

Please feel free to reach out to me with any questions you may have during this transition period. I am committed to making this handover as seamless as possible and will be available for a meeting next week to discuss everything in more detail.

Thank you for being a fantastic colleague, and I wish you all the best in your new role.

Sample Letter Six: Department Transfer

Subject: Handover of Customer Service Representative Duties

Dear Samantha,

Congratulations on your transfer to the Customer Service department! I am thrilled to have you as my successor and am confident that you will excel in this role.

As I transition to my new position in the Sales department, I want to ensure that you have all the information and resources necessary to provide exceptional service to our customers. Please find attached a detailed handover document that outlines your key responsibilities, ongoing projects, and important contacts within the Customer Service team.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a meeting later this week to discuss the handover in more detail and set you up for success.

Sample Letter Seven: Parental Leave

Subject: Handover of Marketing Coordinator Duties

Dear Andrew,

As I prepare for my parental leave, I want to ensure that my duties are properly handed over to you. I am grateful for your willingness to step in during my absence and am confident that you will do an excellent job.

In the attached handover document, you will find a detailed list of my current projects, their status, and upcoming deadlines. I have also included contact information for key stakeholders and team members, as well as access to all necessary marketing materials and resources.

Sample Letter Eight: Sabbatical Leave

Subject: Handover of Research Scientist Duties

Dear Dr. Patel,

As I embark on my six-month sabbatical, I want to ensure that my research projects and duties are properly handed over to you. I am confident that your expertise and dedication will allow for a seamless continuation of our work.

Attached, you will find a comprehensive handover document that outlines all ongoing research projects, their current status, and upcoming milestones. I have also included contact information for key collaborators, funding agencies, and lab personnel, as well as access to all relevant data, protocols, and resources.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a series of meetings over the next two weeks to discuss the handover in more detail and ensure that you have everything you need to lead these projects to success.

Thank you for your support, and I look forward to catching up with you upon my return.

Dr. Johnson

Sample Letter Nine: Temporary Project Assignment

Subject: Handover of Project Coordinator Duties

Dear Rachel,

As I take on a temporary assignment with the Marketing team, I want to ensure that my duties as Project Coordinator are properly handed over to you. I am grateful for your willingness to step in during this period and am confident that you will do an excellent job.

In the attached handover document, you will find a detailed list of my current projects, their status, and upcoming deadlines. I have also included contact information for key stakeholders and team members, as well as access to all necessary project management tools and resources.

Please feel free to reach out to me with any questions you may have during this transition. I will be available for a handover meeting later this week to discuss everything in more detail.

Thank you for your support, and I look forward to working with you closely throughout this assignment.

Sample Letter Ten: Promotion to Managerial Role

Subject: Handover of Team Leader Duties

Dear Stephanie,

Congratulations on your well-deserved promotion to Team Leader! I am thrilled to have you as my successor and am confident that you will excel in this role.

As I transition to my new position as Department Manager, I want to ensure that you have all the information and resources necessary to lead our team to success. Please find attached a detailed handover document that outlines your key responsibilities, ongoing projects, and important contacts within the department.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a series of meetings over the next few weeks to discuss the handover in more detail and set you up for success in your new managerial role.

Christopher

Sample Letter Eleven: Secondment to Another Department

Subject: Handover of Financial Analyst Duties

Dear Marcus,

As I begin my six-month secondment to the Operations department, I want to ensure that my duties as a Financial Analyst are properly handed over to you. I am confident that your skills and experience will allow for a seamless continuation of our work.

Attached, you will find a comprehensive handover document that outlines all ongoing financial projects, their current status, and upcoming deadlines. I have also included contact information for key stakeholders, clients, and team members, as well as access to all relevant financial models, reports, and resources.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a meeting early next week to discuss the handover in more detail and ensure that you have everything you need to succeed in this role.

Sample Letter Twelve: Temporary Leave for Professional Development

Subject: Handover of Training Coordinator Duties

Dear Natalie,

As I embark on a three-month professional development program, I want to ensure that my duties as Training Coordinator are properly handed over to you. I am grateful for your willingness to step in during my absence and am confident that you will do an excellent job.

In the attached handover document, you will find a detailed list of my current training initiatives, their status, and upcoming program dates. I have also included contact information for key stakeholders, instructors, and participants, as well as access to all necessary training materials and resources.

Please feel free to reach out to me with any questions you may have before my leave begins. I will be available for a handover meeting later this week to discuss everything in more detail.

Thank you for your support, and I look forward to sharing my newfound knowledge with you upon my return.

Sample Letter Thirteen: Temporary Assignment to a Project Team

Subject: Handover of Business Analyst Duties

Dear Sophia,

As I join the new ERP implementation project team for the next three months, I want to ensure that my duties as a Business Analyst are properly handed over to you. I am confident that your expertise and dedication will allow for a seamless continuation of our work.

Attached, you will find a comprehensive handover document that outlines all ongoing projects, their current status, and upcoming milestones. I have also included contact information for key stakeholders, clients, and team members, as well as access to all relevant documentation, requirements, and resources.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a meeting early next week to discuss the handover in more detail and ensure that you have everything you need to lead these projects to success.

Sample Letter Fourteen: Temporary Transfer to Another Location

Subject: Handover of Operations Manager Duties

Dear Anthony,

As I prepare for my six-month transfer to our London office, I want to ensure that my duties as Operations Manager are properly handed over to you. I am confident that your leadership skills and operational expertise will allow for a seamless continuation of our work.

Attached, you will find a comprehensive handover document that outlines all ongoing operational initiatives, their current status, and upcoming milestones. I have also included contact information for key stakeholders, suppliers, and team members, as well as access to all relevant performance metrics, SOPs, and resources.

I am available to answer any questions you may have and provide guidance during this transition period. Let’s schedule a series of meetings over the next two weeks to discuss the handover in more detail and ensure that you have everything you need to lead our operations to success.

Thank you for your support, and I look forward to working with you closely throughout this transition.

Sample Letter Fifteen: Temporary Leave for Volunteer Work

Subject: Handover of Community Outreach Coordinator Duties

Dear Jessica,

As I embark on a two-month volunteer assignment with a local nonprofit, I want to ensure that my duties as Community Outreach Coordinator are properly handed over to you. I am grateful for your willingness to step in during my absence and am confident that you will do an excellent job.

In the attached handover document, you will find a detailed list of my current outreach initiatives, their status, and upcoming events. I have also included contact information for key community partners, volunteers, and team members, as well as access to all necessary outreach materials and resources.

Thank you for your support, and I look forward to sharing my experiences with you upon my return.

Crafting a well-structured and informative handover letter is essential for ensuring a smooth transition of duties, whether you are moving on to a new role within the company or embarking on a new adventure elsewhere.

By using these 15 sample letters as a guide, you can create a comprehensive and personalized handover document that will set your successor up for success and demonstrate your professionalism and commitment to the company’s continued growth and success.

Remember, a successful handover is not just about passing on information; it’s about building a bridge between the past and the future, ensuring that the knowledge and experience you’ve gained can be leveraged to drive the company forward.

So, take the time to craft a thoughtful and thorough handover letter, and you’ll leave a lasting legacy of excellence that will be remembered long after you’ve moved on to your next challenge.

Letter To Handover Documents To Other Person

Writing handover documents is a critical process to ensure a smooth transition of responsibilities from one person to another. Here are some steps to follow when writing a handover document to another person:

• Start by introducing yourself and providing some context. State your name, position, and the reason for the handover.
• Outline the essential tasks and responsibilities that are being handed over. Be clear and specific, providing as much detail as possible to ensure the person taking over completely understands their new duties.
• Provide any necessary instructions or guidance on how to complete the tasks or responsibilities. If specific procedures, protocols or systems need to be followed, provide clear instructions on how to use them.
• Include any relevant documentation or references that the person may need to effectively carry out the tasks or responsibilities. This may include manuals, reports, contact lists, templates, or other relevant materials.
• Provide information on any ongoing projects, issues or challenges that the person may need to know. This can help ensure continuity of work and prevent any disruptions.
• Provide your contact information and offer your support if the person has any questions or needs additional assistance.
• Finally, close the letter with a positive message, such as thanking the person for taking on the new responsibilities and wishing them success in their new role.

Remember, a well-written handover document can save time, reduce stress, and ensure a successful transition for both parties.

TEMPLATE #1 (Letter)

[Your Name] [Your Address] [City, State ZIP Code] [Your Email] [Date]

[Recipient’s Name] [Recipient’s Address] [City, State ZIP Code]

Subject: Handover of Responsibilities at [Company Name]

Dear [Recipient’s Name],

I am writing to officially hand over my responsibilities and duties at [Company Name] as I will leave my position on [Last Working Day]. Working with the team at [Company Name] has been a pleasure, and I am grateful for the opportunities and experiences I gained here.

I am attaching a detailed handover document outlining my tasks, projects, and responsibilities to ensure a smooth transition of responsibilities. I have also provided relevant documentation, contacts, and instructions to assist with the change. Please review the document carefully and let me know if you have any questions or require further assistance.

I want to take this opportunity to thank you and the team at [Company Name ] for the support and guidance provided during my time here. Working with such a talented group of professionals has been an honour.

Please do not hesitate to reach out if I can do anything else to assist with the transition or help in any way. You can contact me at [Your Phone Number] or [Your Email].

Thank you once again for the opportunity to be a part of the [Company Name] team. I wish you and the company continued success in the future.

[Your Name]

TEMPLATE #2 (Letter)

Subject: Authorization for [Authorized Person’s Name ] to Handover Documents on My Behalf

I am writing to authorize [Authorized Person’s Name] to hand over specific documents related to my work at [Company Name] . [Authorized Person’s Name ] is a trusted colleague who has been briefed on the contents of the documents and is authorized to deliver them to you on my behalf.

The documents that [Authorized Person’s Name] will be handing you include [List of documents] . Please note that these documents are confidential and should only be accessed by authorized personnel.

I am confident that [Authorized Person’s Name] will deliver the documents safely and promptly. Please confirm receipt of the documents by signing the copy of this letter that [Authorized Person’s Name] will present to you upon delivery.

If you have any questions or concerns, please do not hesitate to contact me at [Your Phone Number] or [Your Email].

Thank you for being so cooperative in this matter.

I, [Recipient’s Name], acknowledge receipt of the documents specified above and confirm that I will ensure they are confidential and accessed only by authorized personnel.

Signature : ___________________________

Date : _______________________________

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How to Write a Perfect Project Handover Report (+ Example and Best Practices)

By Vic on March 24, 2022 — 4 minutes to read

• What is a Project Handover Report? Part 1
• How to Write a Perfect Project Handover Report? Part 2
• Example of a Project Handover Report Part 3
• Project Handover Report Best Practices Part 4

What is a Project Handover Report?

Project handover report is a document that summarizes the work done on a project and provides information about the next steps of the project. It is usually created by the project manager and delivered to stakeholders.

Project handover report contains information about what was done during the project, what was not completed, risks encountered, lessons learned and recommendations for future projects.

When a project is completed, it is important to document the handover process. A project handover report document can be used as a reference for future projects and can help ensure that all aspects of the project are properly addressed.

A project handover report should include sections for:

• Project overview
• Project goals
• Highlights from the project
• Lessons learned (if applicable)

Part 2 How to Write a Perfect Project Handover Report?

Preparation

The following steps should be followed when handing over a project:

Step 1. Handover meeting

The handover meeting should be planned in advance to ensure that all aspects of the project are covered. 

The following topics should be discussed at the meeting:

• Project objectives
• Actions completed and/or remaining to be completed
• Any issues or problems that have arisen during the project
• Future plans

Project handover meetings are not only useful for gathering information for your project handover report, but it is also important as it provides an opportunity for people to reflect on their work so they can improve in the future. 

A successful project handover meeting starts with a clear agenda outlining the goals and objectives of the meeting. It is important that everyone involved in the meeting understands their role and their part in achieving those goals. The team should be able to summarize what they did, how they did it, when they did it, and why they did it by answering these questions:

• What was our goal?
• What were we trying to achieve?
• How did we do?
• Did we meet our objective?
• Why or why not?

Step 2. Prepare your project handover report

• Write down information about the project. This includes information about the objectives of the project and who was responsible for completing different parts of the project.
• Write a timeline of events for the project. This will help you track who was responsible for what during the course of the project.
• Summarize key points from each stage of the project in an executive summary. This will help you provide a clear overview of what happened.

Step 3. Complete the handover report

A project handover report is a document that is created to summarize the results of a project. It also includes information about what went well, what did not go well, and what could be improved for the next time:

• The first part of this document should include the name of the project, who was involved in it, and any other relevant information.
• The second part should include a summary of how each task was completed and any issues that arose during this process.
• The third section should contain some recommendations for how to improve this process in the future.
• Finally, there should be a list of any resources that were used during this project at the end of the report template.

Part 3 Example of a Project Handover Report

A typical project handover report usually contains the following items:

Project Handover Report Example:

• Project name : ______
• Project start date : ______
• Project end date : ______
• Project manager’s name : ______
• Team members’ names :______
• Project objectives (overview, goals) : ______
• Scope of work: ______
• Timeline: ______
• Resources: ______

Depending on the project type, sometimes some of the following information can be added:

• Changes made during project execution
• The status of all tasks, including those that were completed as well as those that are still outstanding
• A list of any issues or concerns with the implementation of the project
• A list of any assumptions made during the course of this project
• The rationale for decisions made during this project
• R isks encountered, lessons learned and recommendations for future projects

Check the following article for examples of project reports (free downloads): 30 Free Downloads: The Best Project Report Samples

Part 4 Project Handover Report Best Practices

The project handover report is a document which defines the scope of work, the deliverables and the acceptance criteria. It also provides a summary of what was achieved, what were the challenges faced and what were the lessons learned. When handing over a project, it is important to ensure that all aspects of the project are properly documented. A handover report can be an invaluable tool in this process, providing a clear overview of the project status and ensuring that all stakeholders are aware of the final product.

It is important to w rite a clear and concise report that provides key information about the project. Here are some tips for writing a successful handover report:

– Start with a brief overview of the project timeline and objectives .

– Describe each stage of the project, including goals and objectives achieved. Make sure to include all relevant information in your report, such as project goals, timeline, and key results .

– Summarize key results and lessons learned from the project .

– Detail any issues that arose during the course of the project, and how they were resolved .

– Use effective language to keep your readers engaged. Make sure the report is concise, organized, and easy to read .

– Keep the report short and concise: include all relevant information in the report and do not include irrelevant information.

– Use bullet points to summarize what was done .

– If applicable, include screenshots or photographs as visual aids for your readers .

More Downloads:

• A Handy Project Summary Report + Free Template Download
• How to Write a Project Management Report + Free Template Download
• How to Write a Project Progress Report + Free Template Download

• Real Estate

Home » Report Templates » Free Handover Report Templates (PDF)

Report Templates

Free handover report templates (pdf).

A handover report template is a useful tool used to specify the transfer of responsibilities or projects from one employee or department to another. This report is usually made at the end of a day, project, or when the employee leaves the company.

Table of Contents

What is a handover report?

A handover report is a crucial document that ensures the smooth running of any organization. It is used to transfer responsibilities, knowledge, expertise, and projects from one employee to another. This report contains information about completed work, ongoing projects, and pending tasks.

Furthermore, a handover report helps to maintain the continuity of work by ensuring that the knowledge gained during a project or shift is not lost when an employee leaves. It provides incoming employees insight into the following aspects;

• Ongoing tasks/projects
• Relevant work schedules
• Pending projects/tasks
• Upcoming events
• Upcoming deadlines
• Log-in details and many more

The importance of a handover report:

You can use a handover report in many scenarios such as;

• When there is a change in personnel
• When you are assigned to a different project
• When you have to take over for another person because they are on vacation

The report must include all details about a specific task or project that will be handed over. Write it professionally with appropriate language. Here are some reasons why you should create a handover report;

• The report prevents disruptions in operations by ensuring consistent transition of responsibilities, projects, or tasks between employees or departments.
• It helps to preserve institutional knowledge and to prevent the loss of important insights. In addition, the report facilitates ongoing projects and pending tasks.
• The handover report clarifies expectations for both outgoing and incoming employees by providing a documented record detailing completed work and pending tasks.
• It ensures smoother operations and reduces the risks associated with overlooked tasks during transitions.

What to include in a handover report?

A handover report should include the following sections;

Introduction

The introduction section states the purpose and context of the handover report and the department or projects being handed over.

Summary of completed work

The summary includes the completed tasks or projects, achievements, and outcomes.

Ongoing projects

This section details the ongoing projects such as their status, progress achieved, and any pending or upcoming deadlines.

Pending tasks

The tasks yet to be completed should be included in this part. Specify their priority, deadlines, and any necessary resources.

Challenges and recommendations

Any challenges encountered during the handover process, outline them and offer recommendations.

In the conclusion section of a handover report, summarize its key points and show readiness for further assistance.

Business Handover Report For the New Council

Free Handover Report Template

Handover Notes Template

Handover Progress Report Template

How to make a comprehensive handover report?

Consider the following steps to create a comprehensive handover report;

Discuss the progress of the projects

First, create a list of the ongoing plans or projects before writing the contents in the official report. Write down the progression of each project by using a handover report template. In the case of a construction project, the handover report comes along with the construction project report for the assistance of the succeeding engineer or supervisor. Usually, the outgoing employee creates and gives this report to the incoming employee.

The deadline schedule

The predetermined schedule is an important aspect of a handover report. This report should also specify the deadlines of ongoing projects along with the business control plan. Highlight the set schedule and target dates of the plan while customizing the template.

Set a to-do list for the incoming employee

To minimize the workload of the incoming employee, specify their duties and responsibilities. With the handover report, the employee determines the results and the activities under their supervision.

State the ongoing difficulties

A list of challenges in the workplace should also be included in the report. The report should mention the issue in case the current employee cannot complete the task.

Some additional tips to create a handover report:

These are as follows;

• Depending on what you do in your job, be specific and tailor your content. Don’t write the report in a general manner as it gives the incoming employees a long time to figure out what their responsibilities are.
• Keep the handover report organized so that it will be easier for the reader to understand.
• Highlight the tasks that need the sudden attention of the new employee.
• Leave instructions to make the transition effective and efficient for both incoming and outgoing employees. The instructions should be in detail so that it would be easier for the new employee to adapt to the work environment and the designation assigned to them.

Creating a handover report provides the following advantages; 1- Smooth transitions 2- Continuity of operations 3- Minimize errors 4- Effective knowledge transfer 5- Improved productivity

The outgoing manager should provide details like the names of employees involved in the project and their roles. Also, specify the customers and stakeholders of the handover.

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I am Ryan Duffy and legal writer. I received a bachelor of business administration (BBA) degree from London Business School. I have 8+ years of writing experience in the different template fields and working with ExcelTMP.com for 7 years. I work with a team of writers and business and legal professionals to provide you with the best templates.

‍How to Draft a Transition Plan or Handover Note in 10 steps

Megan Fitzpatrick

When the time comes to transition out of your current role, whether due to a job change, promotion, or departure, completing a comprehensive handover note is crucial. This document ensures continuity of work, minimizes disruptions, and facilitates a smooth handover to your successor. Here’s a step-by-step guide on how to draft an effective transition plan or handover note and how to use this opportunity to reflect on your own development.

Want to skip straight to the PDF template? Here's our free AI handover PDF generator.

What is a transition plan?

A transition plan or handover note is a document or set of documents created to facilitate the process of transferring knowledge, responsibilities, and tasks from one person or team to another. These documents are essential to ensuring continuity and minimizing disruption in workflows, projects, or services.

So often when speaking about handovers, the person exiting promises they've left behind a "thoroughly detailed and comprehensive" guide and yet newcomers almost universally complain that it's "the worst they’ve ever received!" Let's bridge that gap with a more considered approach.

Writing a transition plan for a smooth handover

It's important to take into consideration how your leaving will affect the work of those staying in the business. The task of writing a transition plan can be divided into 10 steps:

1. Detail Ongoing Projects and Teams

Start by defining teams in which you have a role, noting where they fit within the wider organization. Include stakeholder names – both internal and external – and provide links to documents that state core objectives or visualise team structure. All-hands presentations can be great for this.

For each project, provide a status update and detail key contacts, deadlines and next steps. Include any known risks and issues along with your suggested mitigating actions. This information will be invaluable in ensuring progress continues smoothly. Don't forget to point staff to relevant resources and shared folders for the project.

2. Outline Key Responsibilities

Start with a clear outline of your key responsibilities within each team and project. List down the critical tasks that you are currently handling, including daily duties and recurring deadlines. This will serve as a general scope for your successors new role.

Don’t forget to include reference to people, documents, deliverables, meetings and events relevant to each responsibility. This provides the context that aids true understanding. Also include any training requirements and risks you are tracking.

3. List your outstanding tasks and actions

You will naturally list out the tasks and actions that will remain incomplete by the time you depart. Also note down those which you do expect to finish, as this will help you plan your last few weeks and help your supervisor determine those which may need to delegation if you run out of time.

4. Document Processes and Procedures

Document detailed processes and procedures for complex tasks. Include step-by-step instructions, tips for troubleshooting and references to any guides or documents you’ve found helpful. This section is particularly important for tasks that are unique to your position or require specific knowledge.

5. Compile Key Contacts

Create a list of key contacts that includes internal and external stakeholders relevant to your role. Include names, positions, contact information, and a brief description of their relationship to your projects or responsibilities. This network will be essential for your successor to navigate relationships and collaborate successfully.

6. Share Access to Critical Tools and Documents

Ensure that you list all necessary software, databases and online tools that your successor will need access to. Ideally you can avoid password sharing by setting them up with their own user accounts ahead of time. Remember to follow your organization’s security policies when handling sensitive information.

7. Use imprend’s free AI handover generator

On the topic of critical software - If you're balking at the idea of covering all of this detail in a Word document, an alternative is to use our completely free handover PDF generator . After being interviewed by our AI, you'll have captured the context behind your work activities and presented them in an interactive diagram and downloadable PDF for seamless knowledge transfer.

8. Offer Insights and Advice

Include any insights or hints that could help your successor hit the ground running. This might include information about team culture, stakeholder preferences or tips for managing specific meeting scenarios. This personal touch can make a significant difference in helping your successor settle in.

9. Schedule Knowledge Transfer Sessions

If possible, schedule one-on-one sessions with your successor to go through the transition plan together. This allows for real-time questions and answers, providing a deeper understanding of the role and responsibilities.

10. Review and Update

In the days immediately before your departure, review the document to ensure it remains up-to-date. It’s a good idea to have a colleague or supervisor review as they may identify gaps or areas needing clarification.

Whether you use imprend or not, taking the time to draft a detailed handover note is a thoughtful and professional way to conclude your tenure in a role. It demonstrates your commitment to the organization’s continued success and supports your successor in their new role. By following these steps you can ensure a smooth and effective transition for everyone involved. Try imprend's PDF generator and be the first person in company history to make the next guy remark "Wow. This is the greatest handover of all time."

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How to Create Helpful Handover Documentation (+Template)

• February 23, 2023

Organizations in all industries dealing with change management , employee turnover , and employee onboarding must rely on handover documentation to transfer information and responsibilities efficiently, with as little workflow interruption as possible. 

Regardless if we’re discussing a new employee, a change in job roles, or a project handover, having clear and comprehensive process documentation is crucial for a smooth transition.

Here, we’ll explore the importance of handover documentation, learn how to design and structure it, and show you four effective and helpful documentation templates you can use in your organization.

What Is Handover Documentation?

Handover documentation refers to the essential or critical information that transfers a task, project, or job role from one person or team to another. 

This documentation typically includes information related to a project’s scope, duties, timeline, deadlines, budget, deliverables, challenges, and any other vital data. The purpose of handover documentation is to ensure a smooth transition and continuity of work, regardless of the underlying reason for the change. 

Effective handover documentation should be clear, concise, and relevant to the context of the handover. It should allow the person or team taking over to quickly understand the project’s current state and easily take over the day-to-day tasks and associated responsibilities.

Types of Handover Documentation

Depending on the industry, the nature of the handover, and the needs of the parties involved, we can talk about several different types of handover documentation:

1. Knowledge handover

Knowledge handover documentation or knowledge transfer plans are a common practice in many industries, whenever it’s necessary to train a new employee or a new team on a task or a project. The purpose of knowledge handovers is to quantify, qualify, structure, and capture your learnings in a way that’s understandable and easy to follow for the person taking over.

2. Project handover

Project handover documentation comes in handy throughout the entire project development journey each time one team completes their job and hands off the project to the next team. For instance, project handovers can be given from the design team to the development team to take over and finalize the project.

3. Offboarding handover

When an employee leaves the organization or moves to a different job role, HR is responsible for deploying a structured employee offboarding process . Offboarding handover documentation is a part of this process since it serves to tie up all the loose ends and transfer all the know-how and on-the-job experience from the departing employee to the new employee. 

4. Department handover

Department handovers occur when there’s a restructuring of the roles and responsibilities within an organization or when a department is closing down. The goal of the department handover documentation is to ensure that the new department has all the necessary information, tools, skills, and resources to continue the work of the old department. 

5. Design handover

Design handovers are most common in product teams working with mockups, templates, and similar tools. As such, design handover documentation typically includes typography, mockups, colors, specs, animations, templates, tools, and similar company and brand assets. 

Aside from the above-mentioned types of handover documentation, you might also encounter different ones, such as succession plans , sales-to-service handoffs, and financial handovers.

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6 Must-Have Elements of Handover Documentation

Efficient handover documentation always has to contain these elements (or a similar variation of them):

1. A clearly defined scope of duties and responsibilities

First and foremost, the successor needs to have a full list of the daily tasks, activities, and responsibilities of the job role they’re taking over. These can vary depending on the industry, but they generally include:

• a list of tasks and descriptions.
• a list of skills needed to complete these tasks.
• tools overview and step-by-step instructions for use.
• the project outline or strategy.
• the format of each deliverable.
• expectations in terms of performance, evaluation, and KPIs.
• explanation of processes, tips, and past approaches.
• possible problems or pitfalls.
• senior roles the new employee will be accountable to.
• other essential information for the tasks’ completion.

Shortly put, the new employee needs to take over the role as smoothly as possible, and that’s possible only if they receive clear, concise, and well-structured information. 

2. A progress report of ongoing or incomplete tasks

Taking over an ongoing task that hasn’t been completed by the previous “project owner” is one of the most challenging aspects of change management and handover documentation. 

The best solution is to provide your successor with a status update and a progress report on all open tasks that they’re about to take over. 

Some key areas you need to include here are:

• a list of all open tasks.
• a progress report and status of each open task (milestones completed, milestones to go, or similar).
• past learnings, research, and results for each task.
• activities necessary to complete each task.
• key stakeholders or team members involved in each task.
• possible issues or pitfalls.

3. Project timelines, milestones, and deadlines

The new team or employee taking over needs to know all the upcoming project deadlines. Therefore, your handover documentation must contain a clear timeline of the milestones, as well as the start and finish dates of all upcoming projects and deliverables. 

Often, different teams will work on the same project throughout different stages of that project. In such cases, it often helps to use visual helpers like flow charts or other color-coded ways of data visualization to gain perspective of the bigger picture. 

Depending on the nature of the job role, it might be helpful to share the entire company calendar with the new employee. This will help them see any company events, important meetings, or task deadlines in advance. 

4. Workflows, processes, and operations guides

Our next essential elements of efficient handover documentation are how-to guides, training materials , standard operating procedures (SOPs) , video tutorials, and similar resources. This is the instructional part of your handover documentation that will show the new employee not just “what you do” but “how you do it”. 

Luckily, today, a simple screen recording tool can help you capture your step-by-step workflow and processes in the form of a video. The new employee can then follow these steps and learn to do the tasks independently. For more in-depth processes, there are a number of process documentation tools to choose from.

While we’re on this point, it’s important to also consider handing over any operating procedures, safety policies, maintenance records, and similar documentation. 

For larger organizations, investing in a digital adoption platform like Whatfix is an effective way to create contextual, in-app how-to guides and self-help support. With Whatfix, teams can create in-app guidance like tooltips, interactive walkthroughs, product tours, field validation, self-help wikis, and more – all these help provide contextual support to end-users, ensure process compliance, and reduce time-to-proficiency.

Above: In-app employee guidance created with the Whatfix Digital Adoption Platform

Whatfix’s DAP empowers organizations with a no-code editor to create in-app guided flows, onboarding tasklists, pop-ups, tooltips, alerts, reminders, self-help wikis, and more to enable employees to use software better. Enable your employees to become proficient in new applications faster, create interactive process documentation, guide users through process changes, assist employees through infrequent tasks, and provide self-help performance support on your CRM, ERP, HCM, or any desktop, web, or mobile application.

5. The key stakeholders (handing over vs. taking over)

In every handover, there are two parties involved — the party that hands over the documentation (the departing party), and the party that takes over the documentation (the new party). These are the two main stakeholders.

Every effective handover documentation should clearly outline these two parties, not just for clarity but also for accountability and tracking of responsibilities within an organization. 

Additionally, note all other external and internal third parties that contribute or are involved in the project. 

6. Credentials and access

Last but not least, every handover documentation should include the necessary credentials, logins, tokens, and other account details needed for accessing software and overtaking the new role. For instance:

• a list of user names and passwords (social media accounts, CRM accounts, email login details).
• access to codebase ownership.
• CPanel/Backend login details.
• access to centralized data storage clouds.
• other access keys and system permissions.

Including these essential elements in your handover documentation can ensure a smooth and efficient transition and minimize disruption and errors along the way.

How to Create Helpful Documentation for Handovers

Now that we’ve seen all the elements of effective handover documentation, let’s learn how to create it in practice.

1. Identify the handover type and scope

Your first step is to identify the type of handover that needs to be created and the scope of its content. 

What’s the purpose of this handover? Is an employee switching roles, and a new one coming in? Is an employee leaving the organization altogether? Or perhaps we’re talking about a design handover or a simple project handover between departments. 

Once you’ve defined the type of handoffs you need to prepare, you should outline the scope of the handover documentation. At this point, it might be helpful to create a handover checklist and ensure you don’t miss sharing any crucial knowledge or data along the way. 

2. Designate the stakeholders and their roles

When roles are changing within an organization, you’ll need to introduce all the key stakeholders to each other, and put everyone in touch. All project collaborators need to be aware of the change, and the new employee needs to be aware of each collaborator’s role. 

Additionally, the new employee has to know who to report to, and who reports to them. They need to have a clear overview of the company’s roles and how they complement each other. 

All handover documentation has to contain:

• the departing party (the person that hands over the documentation)
• the incoming party (the person/team that takes over the role or project)
• all involved collaborators and/or stakeholders.

3. Decide on the handover format and deliverable

Your next step is to decide what’s the best way to capture, structure, and deliver the information so that it’s easy to understand and follow. 

For example, operations manuals and documentation will typically be in a document format such as PDF or .doc. If you’re sharing information using multimedia and videos, your deliverables will be .ppt, .mp4, or similar formats. Or, if you’re sharing data and numbers, you might prepare a spreadsheet deliverable in .xls format. 

In some industries, deliverables come in the form of access to code suppositories, CAD models, sketches, or mockups. The idea is to adjust the format and deliverables according to the nature of the project to ensure the best knowledge transfer. 

4. Gather all relevant information and data

Once you’ve decided on your deliverables, it’s time to gather all the relevant information you want to include in the documentation — everything that the successor needs to take over the role quickly and effortlessly. 

Take end-user needs into consideration at this point. For instance, if you’re preparing a project handover for a client (for example, your team developed an app and the ready product and source file has to be shared with the client), take into consideration the details, credentials, skills, and how-to needed for them to understand how to operate the ready product. 

5. Prepare and upload the documentation

Next, it’s time to structure, prepare, and assemble all your learnings. You can use your company’s cloud storage to create a folder and upload all your documentation there. 

Alternatively, you can print out the documentation needed for signing off, or create any other output needed — depending on how you plan to present and share this information. 

Instead of wasting time on manual processes , try to use technology as much as possible to help you automate things like data, numbers, and visualizations. You can also leverage a quality management system (QMS), such as Veeva QMS , to ensure quality standards are met during documentation uploads.

Note that regardless of your desired output or deliverable, your documentation needs to consider the end user. 

6. Set and conduct a handover meeting

Up to the fifth step, we were in the preparation stage. Now, we are in the actual handing-over stage. At this point, it’s important to note that handovers aren’t just one set date. On the contrary, they should be a process with a lot of involvement from both parties until all the knowledge is transferred in a way that can be used independently by the new party. 

Having said that, it’s important to set a deadline for the official handover in advance, so that all concerned parties are informed and know what to expect. 

In your handover meeting, it’s important to communicate clearly and concisely and share the information and knowledge in a way relevant to the end user.

7. Tie up loose ends

As you’re approaching the end of your handover process, it’s time for the outgoing employee to sign off any NDAs or NCC and return technical equipment if they’re leaving the organization for good. Removing access to company accounts also falls under this category. 

If we’re talking about a temporary change and your employee is just going on sick leave, pregnancy leave, or a sabbatical, you might want to skip this step. 

8. Provide ongoing support

A good handover process goes well beyond documentation. Just as an effective onboarding process requires ongoing support and learning, so does the offboarding process. 

Depending on the industry and the job role, it’s great if the previous employee or project owner checks in once in a while and supports their successor either on-site or off-site, assuming the role of a mentor. 

Additionally, a mentor can be a current employee as well. Getting into a daily routine at the workplace and learning all the ropes can take a while, and having an experienced mentor to shadow for a while can help speed up the learning process. 

Creating an internal knowledge base is another great way to provide a type of employee self-service , and empower them with continuous learning, end-user support , and and upskilling . 

Examples of Effective Handover Documentation

Let’s see some real-life examples of organizations that needed to prepare and deliver handover documentation for their projects, and how they dealt with this process successfully. 

1. Caddick Construction Ltd. & University of London

Caddick Construction worked on a construction project for the University of London, building two new eight-story buildings. After completion, it was necessary to provide complete project documentation to the client to ensure building control issues their certificate. 

Its solution was to partner with COGNICA and let them help prepare the necessary documentation. The results were professional operation and maintenance manuals, technical fire strategy documents, and similar documentation.

2. Mace & Greenwich Square

Mace was employed to build Greenwich Square, a three-hectare new neighborhood with townhouses, buildings, and different amenities. At project completion, they had to deliver complete project handover documentation including operation and maintenance manuals and other compliant documentation. 

To do this, the company partnered with Createmaster – a company that prepared all of their documentation according to laws and regulations. 

You can read the entire case study of how Greenwich Square managed the handover process here .

3. BASF & Accruent

This last case study shows how BASF Nijehaske in the Netherlands dealt with an integration project between their Engineering and Maintenance (Operations) departments. The compnay used Accruent’s solutions to gather and prepare over 20,000 documents and successfully mediate the data handover process between the engineering and maintenance departments. 

Free Project Handoff Documentation Template

To help organizations manage handoff activities when employees are exiting a team or organization, proper documentation goes a long way. Here is a project handoff documentation template for you to download, customize, and use for your next handoff project:

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• Leave and Absence
• Handover document

How to write a handover document

The art of a successful handover for smooth transitions in the workplace.

First published on Wednesday, January 31, 2024

Last updated on Wednesday, April 24, 2024

Welcome to a workplace where efficiency reigns supreme, and seamless transitions become the norm. As an employer, you hold the key to unlocking benefits that can elevate your business' productivity and ensure a smooth operational flow.

When it comes to running a business, one key aspect that often gets overlooked is the handover process. But in the fast-paced world of business, the significance of well-organised handover documentation can't be overstated.

Say you've got someone leaving your team, taking over a project, or maybe you've hired a new employee. It's up to you to make sure the transition is as smooth as possible. How? Well, that's where a handover document comes in handy.

Let's delve into the world of handover documents—exploring their key components, how to write handover documentation, and how they benefit your business and contribute to a seamless handover.

What is a handover document?

Handover documents serve as a record of a project's key details, including its objectives, deliverables, timelines, and stakeholders.

They play a vital role in ensuring the successful transition of a project phase from one person to the next person, all the way through to project completion. It also helps when transferring the responsibility of a project from a departing employee to a new employee.

Additionally, they help in facilitating effective communication and a smooth transfer of knowledge between project teams and the parties involved.

The term "handover" typically refers to the final deliverable or closure stage of a project. But a handover can occur in other situations as well.

Handovers may take place when an employee leaves your company, goes on holiday, takes over as a new project manager, or when organising a project handover to a client.

Let's take a closer look at the different types of handover documents.

Project handover documentation

As you prepare to transition a project to another team or department, a project handover document is your secret weapon. This document captures the project's essence, its objectives, current status, outstanding and ongoing tasks, and vital contacts.

Make sure to include comprehensive documentation like the project scope, project details, project timelines, and progress reports—empowering the receiving team to seamlessly pick up where the previous person, project manager, or team left off.

Job handover documentation

When an employee is moving to a new role or bidding farewell to their current position, a job handover document serves as their legacy.

It’s important to detail day-to-day tasks, ongoing projects, essential contacts, team roles and key responsibilities, and even sensitive information like passwords. This thoughtful document empowers their successor to step into their shoes with confidence, maintaining workflow continuity.

Asset handover documentation

Managing the transfer of physical assets within your company? The asset handover document is your guide.

Outline crucial asset details, conditions, maintenance records, and the transfer date. This ensures a seamless transition and provides the new custodian with all the information necessary for responsible asset management.

Knowledge transfer documentation

As you pass on your expertise to a new employee or successor, a knowledge transfer document becomes your best solution. Share procedural insights, best practices, troubleshooting guides, and key lessons learned. Your careful documentation facilitates a smooth transfer of essential knowledge, allowing others to succeed in their roles.

Client handover documentation

Transitioning client accounts or projects? The client handover document becomes your communication bridge.

Provide detailed client information, an ongoing project progress report, a communication plan and history, and service level agreements. This document ensures a seamless client transition, maintaining positive relationships and service standards.

Step-by-step guide to creating a handover document

To create a good handover document, you should think about these essential elements, detailed in the steps below:

Step 1 - Start by identifying the purpose and scope of the handover document

Ask yourself:

What information needs to be transferred?

Who will be receiving the document?

What are your project goals?

Also, think about finish dates, and set key performance indicators (KPI). By doing this, you can make sure that the information is relevant and targeted to the right audience.

Step 2 - Consider the format and organisation of the document

Will it be a written report or a presentation? Should it be broken down into sections or organised chronologically?

By considering the format and structure of your handover document, you can make sure that the document is easy to read and navigate.

The structure of your handover document plays a crucial role in its effectiveness. Consider dividing the document into logical sections such as:

Introduction

Project summary or overview

Task breakdown

Resource list

Contact information

Use clear headings, subheadings, and bullet points to enhance readability and accessibility.

Step 3- Create a list of tasks or responsibilities in the handover document

This might include:

A summary of ongoing projects

Key contacts

The team members involved

Any outstanding tasks or issues that need to be completed or addressed

By creating a comprehensive list of tasks and responsibilities, you can make sure that nothing is overlooked or forgotten.

Step 4 - Gather all relevant documents and information

These may include project plans, which will provide you with an overview of the project's scope, objectives, and timelines.

Meeting notes can also be useful, as they can highlight key points made by participants in meetings related to the document's topic.

Contact lists can help you identify individuals who can provide additional information or review the document. Plus, upcoming deadlines should be considered to make sure the document is completed on time.

By gathering all this information, you can create a comprehensive document that meets the necessary requirements and provides valuable insights.

Step 5 - Write the handover document

It's important to use clear and concise language that is easy to understand.

Including any necessary context or background information will make the document effective and easy to follow.

Step 6 - Review the document for accuracy and completeness

Check to make sure that all essential information and key areas have been included, and that there are no errors or omissions.

Take the time to carefully read through the document, paying close attention to each section and paragraph, to ensure that it is reliable and trustworthy. By giving the document a thorough review, you can be confident that it is accurate, complete, and serves its purpose.

Step 7 - Share the document

Be sure to provide any necessary context or a brief overview to make sure the person receiving your handover understands the content. By sharing the document, you can ensure that everyone is on the same page and understands their responsibilities.

Provide a list of key contacts both within and outside the company. This includes team members, clients, or anyone crucial to the workflow. Making it easy for everyone involved to connect and collaborate.

Step 8 - Follow up with the stakeholders

By following up with key stakeholders, you can make sure that the handover process is successful and effective and that there are no loose ends.

This will help to ensure a smooth transfer of responsibilities and minimise any disruption to ongoing projects or tasks.

Best practices for a smooth and successful handover

In addition to creating comprehensive handover documents, there are several best practices that you should follow to ensure a successful handover. These include:

Planning ahead

When it comes to planning for a handover period, it's important to start preparing well in advance to ensure a smooth and successful transition.

This means taking stock of all the necessary documentation and making sure they’re up-to-date and easily accessible. You'll want to double-check that all important information is accounted for, it may be helpful to create a detailed checklist of tasks and deadlines to ensure that everything is completed on time, and nothing is overlooked.

With careful planning and preparation, you can help make sure that the handover process is as seamless and stress-free as possible.

Encouraging collaboration and communication

For a successful project handover, job handover, or any type of handover, effective communication and collaboration are crucial.

Start by creating clear lines of communication with the project team and ensure that all relevant stakeholders are involved throughout the different stages of ongoing projects. Conduct a handover meeting and provide regular status updates to build trust.

And remember, a handover document should not be one-sided. Encourage collaboration and open communication by providing space on the document for the recipient to ask questions, seek clarifications, and offer suggestions.

Building a supportive and inclusive environment through effective communication channels, promotes a smoother transition and empowers the recipient to take ownership of their new responsibilities.

Transferring knowledge

To ensure a successful handover, it's important to transfer knowledge to the receiving team or person taking over. This can be achieved through training or knowledge-sharing sessions that aim to provide a full understanding of the project's goals, objectives, and details.

The training sessions should cover all relevant information, including the project's timeline, scope, budget, and resources, as well as the roles and responsibilities of each team member.

Additionally, hands-on training, such as simulations or practice exercises, can be useful to help team members gain practical experience and develop the necessary skills to accomplish their tasks effectively.

It's equally important to provide ongoing support to the team, including access to relevant resources and documentation, to make sure they can overcome any challenges that may arise.

Addressing challenges

When preparing for a handover process, it's vital to take into account any potential challenges or risks that may arise. These could be related to technical issues, resource constraints, or even communication barriers.

To ensure a smooth and successful handover, it's important to be honest about these challenges and discuss them openly with all parties involved. This will allow for proactive problem-solving and minimise disruptions.

It's recommended to provide practical solutions or workarounds to address these challenges, and to maintain transparency throughout the process. By doing so, you can build trust and confidence among all stakeholders and ensure a successful handover.

Creating a project handover template

To streamline the handover process, you can develop a standardised project handover template that captures all the necessary information in a consistent and organised manner.

By customising the project handover template to suit the specific requirements of each project, project managers can enhance the efficiency of the handover process and reduce the risk of errors.

This will allow project managers to communicate information clearly and consistently to stakeholders, reducing confusion and misunderstandings. It also promotes transparency by providing a clear record of project activities, decisions, and outcomes.

What are the benefits of handover documentation?

Handover documentation not only helps with a smooth transition but also provides a valuable resource for future reference. In fact, there are several advantages of implementing comprehensive handover documentation in your company, including:

Continuity and consistency

Picture this: a team member is about to embark on a well-deserved holiday. Without proper handover notes and documentation, their absence could lead to confusion and disruptions.

By providing comprehensive handover documents, you can make sure that the workflow continues seamlessly in their absence. This not only maintains continuity but also upholds a consistent standard of work.

Time and resource efficiency

Handover documents act as a roadmap for the incoming team members, guiding them through daily tasks, responsibilities, and sharing essential information.

This means less time spent deciphering the nuances of a role and more time devoted to productive work. The efficiency gained from a well-documented handover translates into optimal resource usage and increased productivity.

Risk reduction and decision-making support

Handover documents serve as a valuable source of information, reducing the risk of significant knowledge loss due to employee turnover . They provide a central reference point for decision-making, helping new team members adapt quickly and make informed choices.

This knowledge continuity minimises the impact of employee changes on project timelines and outcomes.

Boosted employee morale

When employees feel supported and equipped to handle their responsibilities, morale soars. Handover documentation can empower your team by promoting a sense of self-sufficiency and confidence.

Knowing that they have access to all the documentation they need makes employees feel valued, contributing to a positive and motivated work environment.

Improved transparency

Transparent communication is the cornerstone of any successful workplace. Handover documents help create effective communication by making sure information is readily available and easily accessible.

This transparency promotes collaboration among team members, breaking down barriers and fostering a culture of shared knowledge.

Training and development opportunities

Handover documents can serve as valuable training materials for new employees, or employees transitioning to different roles within your company.

By maintaining detailed records of processes and procedures, you can streamline the onboarding and offboarding process, allowing employees to get up to speed quickly and efficiently.

Compliance and accountability

In industries where compliance is of utmost importance, handover documents play a crucial role in ensuring that tasks are executed according to established protocols.

These documents are essential in establishing a framework for accountability by using key performance indicators that clearly outline responsibilities, which, in turn, reduces the likelihood of errors or oversights.

The handover documents provide the receiving party with a detailed understanding of the project's history, objectives, and scope, enabling them to make informed decisions and manage the project effectively going forward.

From handover document creation to execution, you’ve got this!

Mastering the art of creating a successful handover document is a valuable skill for business owners, employers, and project managers alike. By understanding the document’s purpose, identifying essential elements, structuring the document effectively, providing clear instructions, and encouraging collaboration, you can ensure a seamless transition and empower your team members to succeed.

With BrightHR , you can keep all your handover documentation in one secure location. You get unlimited cloud-based document storage , which means you can upload, view, and download them from anywhere, at any time.

You can also assign documents to everyone involved in the handover and set read receipts to confirm that they have seen the documentation. Plus, you will receive notifications about important dates and deadlines, so you can take the necessary actions at the right time.

How could this look for your business?

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Leaving you to embrace the power of well-crafted handover documentation and watch as your company thrives in the face of change.

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12 Free Handover Document Templates & How to Write Project Handovers

You’re transferring a project from one manager to another. Or maybe you’re welcoming a new employee to the team. How do you ensure the shift from before to after happens seamlessly? 

Simple — with a well-structured handover document template.

A handover document is a written record of daily tasks, details of ongoing projects, work schedules, deadlines, upcoming events and other crucial work information. This is an integral part of any knowledge management strategy that supports consistent and effective processes.

It's a comprehensive report of responsibilities that project managers use to transfer to incoming employees or teams.

Are you wondering which handover documents are important for your team? This list of handover document templates will cover all bases for you.  

Jump to a template:

• Project handover template
• Project handover checklist template
• Project checklist template
• Change management template
• Transition plan template
• Knowledge transfer template
• Employee offboarding template
• Method of Procedure Template
• Standard work template
• Construction site work instruction template
• Sales-to-customer-success handoff template
• Runbook template

TL;DR: Handover document templates

• Handover documents are crucial for smooth transitions in a company, improving retention and engagement.
• They include details of tasks, ongoing projects, deadlines, and other important work information.
• Five essential elements of successful project handover documents are a complete responsibility set, a list of ongoing tasks, upcoming deadlines, learning resources, and key stakeholders.
• To create a handover document, develop an action plan, define project goals and expectations, identify key stakeholders, document deliverables and timelines, consider potential risks, compile training resources, and transfer ownership of resources and knowledge.

What is a handover document?

Handover documents are written reports created by project managers, or employees leaving a company or changing their role.

They're a form of  visual communication  that documents the project team's:

• Role, responsibilities and expectations.
• Project workflows.
• Status and progress.
• Important milestones and deadlines.
• Points of contact and key stakeholders.

Creating a  transition plan  ensures that whoever takes over has all of the information they need to continue ongoing projects, understand various processes and keep the business moving forward.

12 free handover document templates

Depending on the scope of the work, you might have different needs for your handoff document template.

Here are 12 handover templates you can try today!

‎Project‎ handover template

‎A project handover plan is comprehensive, particularly when one or a group of employees hands over the project to another. To make sure the incoming team members understand the nitty-gritty of the project, this project handover template includes:

• Project title and description: Brief project overview.
• Project summary: Project goals, risks and assumptions.
• Roles and tasks: Each role and task, the people responsible and deadlines.

‍👉 Try this project handover template for free.

‎Pr‎oject handover checklist template

Create a checklist with key information, documents and tasks that need to be completed with this free project handover checklist template, ensuring a smooth project transition.

• Project overview and objectives.
• Roles and responsibilities for tasks and deliverables.
• Key contacts and stakeholders and contact information.
• Known issues and challenges.
• Resources and documentation.

‍👉 Try this project handover checklist template for free.

‎Pr‎oject checklist template

Use this project checklist template to outline the tasks, activities and milestones of the project lifecycle, setting your team up for a successful project handover.

• Project goals, objectives and stakeholders.
• Roles and responsibilities, project plan, budget, and deliverables.
• Tasks, activities and milestones of the project lifecycle.
• Progress report and schedule.
• Project closure, approvals and stakeholder sign-offs.
• Project documentation.

‍👉 Try this project checklist template for free.

‎Ch‎ange management template

‎ Change management means exactly how it sounds: the process of managing your employees through all types of organizational change — be it a change in processes, tools, or leadership.

Change management handover documentation helps teams with change management activity . Use this template to build change management SOPs to maintain consistency including:

• Change management processes.
• Role and responsibilities.
• Communication plan.
• Training plan.
• Risk management plan.

‍👉 Try this change management template for free.

✨ ‎ Check out our list of the top free change management software to guarantee easy transitions for your entire organization.

‎Tr‎ansition plan template

‎A transition plan template is designed to help you support offboarding one individual and handing off their responsibilities to another.

The template facilitates a seamless handover by assigning clear responsibilities, ensuring everything is accounted for, and minimizing disruptions.

This template includes:

• Regular duties and responsibilities (broken down by year, month, week and day).
• Outstanding projects.
• Upcoming deadlines.

‍👉 Try this transition plan template  for free.

‎Kn‎owledge transfer template

‎When an existing employee is leaving or you're onboarding a new employee, your knowledge transfer strategy plays a key role during personnel changes. One of the best ways to do this effectively is by using a well-structured knowledge handover plan or SOP template .

This standard operating procedure includes:

• A blueprint of the knowledge being shared.
• The owner and the recipient. 
• Date, methods and objectives. 

‍👉 Try this free knowledge transfer SOP template for free.

Em‎ployee offboarding template

‎An employee offboarding template outlines the handover process and procedures for when an employee leaves a company.

This standardized guide supports leave management for when employees retire, resign or take extended leave.

The handover documentation will break down the company policies and procedures that the offboarding employee will need to follow, with a list of tasks they need to accomplish:

• Detailed exit letter.
• Details regarding the final paycheck, benefits information and exit interview.
• Process breakdown.
• Project handover instruction list.

‍👉 Try this employee offboarding template for free.

💡 ‎ Scribe tip: Create an employee offboarding checklist to manage employee departure consistently and securely.

‎Me‎thod of Procedure template

‎A method of procedure (or MOP) template outlines process instructions in manufacturing, construction, and IT industries.

This template includes a(n):

• Goal: What are the goals of this project?
• Reference:  Has our team done a project like this before? If yes, were the project documents stored for future use?
• Methodology:  Is there a standard project methodology that must be followed?
• Stakeholders:  Who are the key resources/stakeholders for this project?
• Cost:  How much will the project cost and what is the proposed budget?
• Time:  What is the timeline?
• Communication: What communication do we need?
• Quality:  How will you ensure the quality of your project outcome?
• Risk:  The risks associated with this project and how you intend to tackle them.
• Training:  What training is required to build the necessary skills to complete the project?

‍👉 Try this method of procedure template for free.

‎St‎andard work template

‎A standard work template is best for assembly, production, safety, quality control and maintenance teams.

Still, while standard work is usually associated with manufacturing environments, it can also help office settings optimize their workflows to enhance performance.

• Introduction: A description of the task at hand.
• Purpose of Task: Additional context and goals.
• Instructions: A step-by-step account of the process.

‍👉 Try this standard work template for free.

‎Construction site work instruction template

‎This construction site work instruction template provides clear and detailed step-by-step procedures and instructions for construction project tasks, making handovers easy and seamless.

Use this template to improve your construction project procedures and:

• Improve quality.
• Enhance safety.
• Increase efficiency.
• Facilitate faster and smoother completion of construction project tasks.
• Improve communication.
• Ensure compliance.
• Aid in record-keeping.

‍👉 Try this construction site work instruction template for free.

‎Sa‎les-to-customer-success-handoff template

‎According to 86 percent of customers , good customer service can convert a one-time client into a long-term customer. A sales-to-customer-success-handoff template ensures a smooth handover, delivering a frictionless customer experience and maximizing satisfaction from the start.

This template covers the basic details of the:

• Account executive.
• Account manager.
• Tools used by the customer.
• Problems faced by the client.
• Goals and success.

Use this sales-to-service handoff template to better coordinate your client acquisition and servicing teams. 

‍👉 Try this sales to service handoff template for free.

‎Ru‎nbook template

‎Runbook templates are essential for IT professionals who manage complex computer systems and applications.

Use this runbook template to create handover documentation outlining:

• Procedures.
• Instructions and guidelines.
• Checklists.
• Troubleshooting.

‍👉 Try this runbook template for free.

100+ free templates

‎Try from 100+ free process documentation templates in the  Scribe template gallery .

Use these templates to:

• Train your teammates.
• Showcase your best practices and procedures.
• Get projects done faster.

... all for half the time in effort.

5 key elements of effective handover documentation

When employees leave for a period of time or entirely, their knowledge of the role and responsibilities goes with them. Without effective employee leave management, you'll inevitably run into confusion, inefficiency and reduced productivity.

71 percent of organizations without an effective employee offboarding and handover process face such consequences. 

Effective handover documentation along with solid knowledge management strategies can help you save explicit knowledge as well as tribal knowledge — the unspoken wisdom of how your company runs.

The proper project handover documents can help you onboard new employees without friction and maintain project continuity. Here are five essential elements to keep in mind when creating a work handover template . 

1. Project overview

A brief description of the project, task, or role being handed over, including its purpose, objectives, and key deliverables.

2. Responsibilities and duties

Mention the details of the day-to-day tasks that an employee takes up. Make sure these duties are explained in detail, including:

• Task description.
• Processes, systems and tools used.
• Project documentation strategy.
• Performance expectations.
• Feedback and observations.
• Current and previous approaches.
• Tips and strategies that helped the outgoing employee.
• Names of the senior executives the new employee must be accountable to.
• Any other vital information.

When written well, project handover documents will allow new employees to start following their duties without any struggles or confusion.

3. Current status

Project/task status updates are among the most vital information an incoming employee must have. Include these two elements:

List of ongoing tasks

Provide an update on the current status of the project, task, or role, including any outstanding tasks, deadlines, risks, and issues.

Along with each ongoing task title, the leaving employee must include details like the progress report, research conducted and results. Key success factors and main procedures related to the ongoing tasks are also crucial.

If this feels like too much work—which it can be, use a time-saving document builder like Scribe.

Scribe captures your screen while you go through your task, building a visual guide, complete with text, links and annotated screenshots.

You can easily update steps to cater to each new hire and process.

Upcoming deadlines

The new employees or project managers should be aware of the upcoming deadlines for every project. Record all project timelines systematically using the handover document format below to avoid errors.

Create a visual flow of the timelines to simplify tracking all the start and finish dates. You can also color code these timelines for every team or milestone, like in this example. 

4. Learning resources and documentation

Developing a proper set of training and guidance for the new employee(s) will help them understand the responsibilities at a deeper level. Provide them with a list of relevant resources and documentation, such as files, reports and guidelines.

Outgoing employees can also document their approach and what they’ve achieved so far to help their successors.

🔥 Scribe top tip: Create step-by-step guides for newcomers on any task or process with Scribe . Use the screenshot Chrome extension to auto-generate how-to guides in seconds.

5. Key contacts and stakeholders

Every individual associated with a role or a project holds immense value for the completion of the project.

Include a list of key contacts and stakeholders involved in the project, task, or role, with their contact information. Make sure you mention the delivery channels for accountability and a smooth flow of information.

Add all the team members' contact information and their positions in the handover documentation.

How to create handover documents

Although the exact format of your handover document depends upon whether your employee is leaving a role or transferring a project, here’s a step-by-step guide for building your own handover reports from scratch.

1. Create a handover action plan

Before creating handover documentation, develop an action plan so you don't miss out on any critical details. Talk to your project manager about the ongoing projects. 

You don’t want to leave any loose ends and ensure every task is delegated. Use these question prompts to make a foolproof action plan:

• What’s this transition about?
• What are the key responsibility areas (KRAs) in this transition?
• Who will be involved in creating the handover plan?
• Are there any guidelines to follow? 

📌 ‎Check out our free business action plan template

2. Define project goals, expectations & metrics 

While creating a detailed plan:

• Clearly define the project's end goals.
• Specify deadlines, measuring units, and risks involved.
• Mention expectations from stakeholders regarding tasks completion within deadlines.

Involve all key stakeholders in a handover meeting to discuss these elements. This will help keep everyone on the same page when the knowledge handover occurs. ‍

3. Identify key stakeholders involved in the project

Identify key stakeholders for every task to ensure you don't miss out on handing over the duties to all the personnel responsible. List the people currently handling a particular role and those handling it once the project is transferred.

‎4. Document the deliverables, milestones & timelines 

Handover documents should have specific timelines and important milestones, like due dates, meetings and other forms of communication.

This is important for ensuring that nothing goes off course and the project moves forward as it would have.

Use a project management tool like Notion, ClickUp or Asana to track and assign project deadlines and even automate handoffs.

5. Consider potential risks & roadblocks beforehand

Make sure that you add additional context and concerns in your handover documentation. This can include any potential roadblocks like:

• Lacking a certain skillset or area of expertise.
• Trouble bringing stakeholders together.
• Bottlenecks.
• Necessary approvals.

Add your inputs in the comments section and suggestions on how employees can handle the situation.

6. Compile training resources and guides

Now that you've documented what to do and when, it's time to show how.

Create how-to guides for any process the employee goes through. This should include:

• A task overview.
• A step-by-step breakdown.
• Annotated screenshots or illustrations for each step.
• A list of needed resources.

Use a documentation app like Scribe to quickly generate visual guides you can link or embed in your handover documentation.

‎Scribe captures your onscreen actions as you work, and auto-generates a visual step-by-step guide, complete with annotated screenshots and text.

Once you have your process guides, use Pages to combine multiple guides and ask the AI to write project documentation, training materials or handover documentation for you.

‎You can share your guides in seconds:

• Send a quick sharing link for easy access.
• Export your guide in multiple formats, such as PDF, markdown or HTML.
• Use the Scribe platform to distribute your guides.
• Embed your guide into preferred platforms for seamless integration.

7. Transfer ownership of all resources & knowledge 

Once you have prepared all the handover documents, manuals and SOPs, it’s time to transfer the ownership of these resources. 

Send a list of accounts and credentials for login. You can also transfer the accessibility for app accounts, guides and documentation via Google Drive and Jira.

By documenting everything needed in the handover, you can confirm that your departing employee won't keep access to vital logins or information.

Make sure to use a standard format and knowledge base with clearance permissions to maintain your document security .

✨ Scribe tip: ‎Use a knowledge-base Chrome extension to cut the time you need to build your knowledge base.

Conclusion: Handover documentation templates

Transferring a project or a role comes with inevitable challenges like knowledge loss, communication gaps, problems in tracking changes and insufficient information, among others. In such scenarios, employees will take longer than usual to get started.

That's where work handover documents come in. They're critical for every organization to ensure a smooth handover process for knowledge, documentation and responsibilities.

A work handover template is a life-saver for every project manager looking to transfer tasks or onboard employees. Use this set of handover document templates to create effective handover documentation. 

Build your own handover documents in seconds — for free!

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Handover Report

Report Generator

It would be best if you had a contingency when employees are absent, on vacation, or unavailable for some reason. One of these is called a handover report . Unexpected circumstances like employee resignation , issues on absenteeism, and the like led to its development. But it can also be made to prepare a new employee for the tasks that he or she needs to execute for a given period.

What is a Handover Report?

A Handover Report is a document detailing the transfer of responsibilities, projects, or tasks from one individual or department to another. It outlines completed work, ongoing projects, pending tasks, and essential information for a seamless transition.

What is an Example of Handover Report?

Title: Handover Report – Marketing Department Transition

Prepared By: [Your Name] Date: [Date of Report]

Introduction: This report documents the transition of responsibilities and projects within the Marketing Department from [Your Position] to [Incoming Personnel’s Name].

Summary of Completed Work:

• Completed the marketing campaign for [Project X] achieving [specific results].
• Executed social media strategies resulting in a 20% increase in engagement.
• Finalized the content calendar for the upcoming quarter.

Ongoing Projects:

• Project A: Brief overview, current status, and pending tasks.
• Project B: Details of progress made, tasks pending, and upcoming deadlines.
• Project C: Summary of project scope and the next steps.

Pending Tasks:

• List of tasks remaining to be completed, deadlines, and any associated details or dependencies.

Key Information and Resources:

• Access details to important databases, software, or tools used.
• Contact information for stakeholders or team members involved in ongoing projects.

Challenges and Recommendations:

• Any challenges faced or anticipated during the transition.
• Recommendations for a smooth handover and continued success in ongoing projects.

Conclusion: This report aims to ensure a smooth transition of responsibilities and projects within the Marketing Department. I’m available for any necessary discussions or clarifications.

Prepared By: [Your Name] [Your Contact Information]

29+ Handover Report Examples

1. editable handover report example.

• Google Docs

Size: 27 KB

2. Employee Handover Report Example

• Apple Pages

Size: 39 KB

3. Project Handover Report Example

Size: 32 KB

4. Sample Job Handover Report Example

Size: 25 KB

5. Job Handover Report Template Example

Size: A4, US

6. Handover Report Template Example

Size: 108 KB

7. Final Project Handover Report Example

Size: 41 KB

8. Asset Handover Report Example

Size: 42 KB

9. Shift Handover Report Example

Size: 48 KB

10. Sample Handover Report Example

Size: 33 KB

11. Work Handover Report Example

12. Nurse Handover Report Example

Size: 20 KB

13. Equipment Handover Report

Size: 38 KB

14. Business Handover Report

15. Free Blank Handover Report Example

16. Property Handover Report Example

17. Resignation Handover Report Example

Size: 510 KB

18. Handover Report Template Example

Size: US, A4

19. Handover Document for Reporting Example

20. Handover Progress Report Example

Size: 195 KB

21. General Building Information Handover Guide Example

22. Project Handover Report and Other Project Management Documents Example

Size: 704 KB

23. Project Handover in Middle-Size Organization Reporting Practices

24. Clinical Handover Report at Nurse Shift Changes Example

Size: 512 KB

26. Detailed Handover Report Example

27. Work Handover Report Form Example

Size: 335 KB

28. Handover Statement of Financial Accounts and Assets on a Change of Headteacher for Reporting Example

Size: 256 KB

29. Handover Report for a New Committee Example

Size: 781 KB

30. Handover Report Example

Size: 56 KB

How to Make a Handover Report

As mentioned by an article by Forbes, the biggest challenge of new managers is how to transition from being a peer to managing their peers. One way of mitigating that is through the creation of a well-written handover report. Here are some of the ways that can help you ensure the effectiveness of the handover report that you will come up with.

1. Specify Your Content

Be specific and tailor your content based on what you do in your job. For example, in nursing, the handover reports are tailored for medical workers to understand easily. Do not write your handover report in a general manner. Doing that will only make it vague and give your readers a long time to figure out what they need to do right away.

2. Use the Appropriate Format

When creating your handover report, keep your notes organized to make it easy for the reader to understand. For example, if you work in a construction project , you can present your daily tasks in a checklist form when making the handover report for your audience. This will help them quickly orient themselves during work and get things done.

3. Highlight the Immediate Tasks

Things need to be attended to right away, and it doesn’t matter whether the person responsible has just gotten the job. When making your handover report, highlight the urgent tasks that need to be attended by the new employee. For example, if you work in the security business, then whoever is taking over your job responsibilities should know what to handle first such as meeting with a client or checking the inventory.

4. Leave Helpful Instructions

This will make it easier for the transition to be as efficient and as effective for you and the new employee. You can specify the location of all reports, meeting notes , emails, and other materials to allow the new employee to adapt to the work environment and the designation given to him or her.

Importance of a Handover Report

• Continuity: Ensures the seamless transition of responsibilities, projects, or tasks between individuals or departments, preventing disruptions in operations.
• Knowledge Transfer: Facilitates the transfer of critical information, ongoing projects, and pending tasks, preserving institutional knowledge and preventing loss of crucial insights.
• Clarity and Accountability: Provides a documented record detailing completed work, ongoing commitments, and pending tasks, clarifying expectations for both outgoing and incoming parties.
• Efficiency: Helps in reducing downtime by enabling incoming personnel to quickly grasp ongoing projects, tasks, and responsibilities, thereby maintaining productivity.
• Risk Mitigation: Reduces the risks associated with misunderstandings, miscommunications, or overlooked tasks during transitions, ensuring smoother operations.

How do you write a handover report?

Introduction:

• Start with an introduction, stating the purpose and context of the handover report. Mention the position, department, or projects being handed over.
• Outline completed tasks, projects, or initiatives. Include achievements, outcomes, or milestones reached.
• Detail ongoing projects or tasks, specifying their status, progress made, and any pending or upcoming deadlines.
• List tasks yet to be completed, indicating their priority, deadlines, and any necessary context or resources.
• Provide access details to crucial documents, databases, tools, or contacts relevant to the responsibilities being handed over.
• Address any challenges encountered or anticipated during the handover process. Offer recommendations for a smooth transition.

Conclusion:

• Summarize the key points of the handover report. Express readiness to provide further assistance or clarification if needed.

How do you write a shift handover report?

Header Information:

• Include date, time, and specific shift details (e.g., morning, evening).
• Start with a brief overview, stating the purpose of the shift handover report.

Tasks Completed:

• Detail tasks completed during the shift, highlighting any significant achievements or completed projects.

Ongoing Tasks:

• Outline ongoing tasks, their status, and any relevant updates or progress made during the shift.
• List pending tasks, specifying their priority, deadlines, and any dependencies or additional information needed.

Incidents or Issues:

• Document any incidents, challenges, or issues encountered during the shift. Include how they were addressed or require attention.

Key Information:

• Include crucial information for the next shift, such as important instructions, updates, or noteworthy points to consider.

Recommendations or Suggestions:

• Offer recommendations for improving efficiency, addressing challenges, or ensuring a smoother transition to the next shift.
• Summarize the key points of the shift handover report and emphasize any critical issues that need immediate attention.

FAQ’s

What are the duties of an outgoing project manager during a handover.

The outgoing project manager must give information such as the names of roles and people involved in the project. They must notify customers and stakeholders of the handover as well.

What is the benefit of using a handover report?

The benefit of using a handover report is that it ensures all essential information passes on to the successor of a job role and to neglect nothing important during the transitioning of functions. It highlights all the relevant details to ensure continued productivity.

What is the importance of a handover report?

A handover report helps convey important information to the incoming person when transitioning of roles takes place between two people due to a transfer, a vacation, or a resignation from the position. Without the smooth transition of information, miscommunications may occur, leading to business losses.

To maximize and deem a handover report highly functional, it should convey all the details essential to the person who will receive the document. The features and functions of a well-formulated and properly formatted handover report are among the most effective means of communication between people involved in the same work.

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• Project Handover Template

Downloadable Project Handover Templates

Ensure continuity and enhance collaboration across project phases with the help of project handover templates.

General Project Handover Template

• Eliminate paperwork with digital checklists
• Generate reports from completed checklists
• Free to use for up to 10 users

Download and use this free project handover checklist template to help make a smooth process of transitioning from one phase to another. Ensure all project key stakeholders are well-informed about the status of the project by doing the following:

• Fill in basic details about the project, including the names of the project managers and the date of the handover.
• Document key information such as the knowledge transfer method, employees’ roles and responsibilities, handover timeline, and key status updates.
• Add notes and other media files that are helpful to provide more context on the project handover process.
• Before completing the handover report, don’t forget to include digital signatures and feedback.
• Export it into a project handover template PDF, Excel, Doc, or Word file for recordkeeping and store it securely on the cloud.

What is a Project Handover Template?

A project handover template is a structured tool or list of tasks and responsibilities that outlines the steps and actions required to transition a project from one team or phase to another. It serves as a guide for project managers and stakeholders to ensure that the project is transferred smoothly, its objectives are met during and after the transition, all necessary information is shared, and the new team or responsible party is well-prepared to take over and continue the project.

Importance of Using One

Using templates for every aspect of project management , such as during project handovers, can help make the overall process of executing and closing the project more efficient in the following ways:

Standardization and Consistency

Using a project handover template ensures that each handover follows a structured process, reducing the risk of critical steps being missed or overlooked. This is especially crucial when multiple projects or teams are involved, as it streamlines the handover process across the organization.

Clarity and Accountability

By providing a clear and predefined set of tasks and responsibilities, a handover template enhances clarity among team members and stakeholders. This is because it leaves no room for ambiguity regarding who’s responsible for what during the transition. Hence, this fosters accountability, ensuring that individuals and teams fulfill their roles effectively.

Efficient Knowledge Transfer

One of the primary benefits of a project handover template is that it outlines the specific knowledge and information that needs to be transferred from the outgoing team to the incoming team. This ensures that critical project knowledge, including best practices, lessons learned, and technical details, is effectively passed on.

Time and Resource Savings

Using a template significantly reduces the time and effort required to create a handover plan from scratch for each project. Project managers can then focus their energy on project-specific details rather than reinventing the process, leading to time and resource savings. Also, this efficiency allows teams to allocate resources more effectively and accelerate the handover process.

Enhanced Collaboration

Project handover templates help promote open communication by providing a shared framework for discussions and decisions. This collaborative environment encourages team members to share insights, address challenges, and work together to ensure a successful handover.

What to Include in a Project Handover Template

Undeniably, a project handover template is an invaluable tool in project management that must be comprehensive and cover all essential aspects of the handover process to ensure a smooth transition.

Generally, it must include the following elements and sections:

• Project Overview – purpose and key stakeholders
• Documentation and Data Transfer – list of project-related documents and method of document organization
• Stakeholder Communication – communication plan and contact list
• Knowledge Transfer – training requirements and knowledge transfer plan
• Roles and Responsibilities – employee names, teams, and roles
• Project Status and Progress – timelines, deadlines, key milestones, outstanding issues, and follow-up schedules
• Technical Information – specifications, access to tools and systems, and legal and compliance requirements
• Quality Control (QC) and Testing – Quality Assurance (QA) measures and compliance with standards
• Dependencies and External Relationships – list of dependencies and dependency management strategies

5 Key Steps to Creating a Template for Project Handovers

Creating a well-structured project handover template is crucial to ensuring a successful transition and maintaining project continuity. Follow this straightforward guide to help you make one that can be effective in your organization:

1. Define template objectives.

Clearly outline the objectives of your handover template. Determine its primary purpose, whether it’s to standardize processes, enhance knowledge transfer, or ensure compliance with regulations.

2. Identify key sections.

Identify the critical sections and components your template should include. These may encompass documentation transfer, communication plans, roles and responsibilities, dependencies, and legal considerations. Make sure to tailor these sections to your project’s specific needs.

3. Use proper structure and formatting.

Design a clear and intuitive flow for your template. Create logical sections with headings and subheadings to organize information and employ consistent formatting for easy readability and navigation.

4. Create task lists.

Within each section, provide task lists that are required for a successful handover. Include deadlines or timelines to ensure accountability and progress tracking.

5. Incorporate feedback.

Make sure to include a feedback mechanism in the template to encourage stakeholders and team members to provide input and suggest improvements. This way, you can revisit and revise the template based on feedback and changing project needs for continuous enhancement.

How to Improve Project Handovers Using a Template

To help organizations continuously improve how project handovers are conducted, they can use templates as a practical and effective way to seamlessly document and manage all tasks and processes.

Take these steps to efficiently use a project handover template:

1. Establish a standardized process.

Create a standardized process for project handovers using your template. This should encompass documentation transfer, communication plans, training requirements, and clearly defined roles.  This helps reduce confusion and ensure that critical steps are consistently followed.

2. Enhance communication.

Effective communication is essential for transferring knowledge and resolving issues promptly. For this, use the template to specify communication plans between outgoing and incoming teams. Also, clearly outline meeting schedules and preferred communication channels.

3. Ensure accountability.

Make sure to specify and clearly define who’s responsible for each aspect of the handover. This promotes accountability and prevents important tasks from being overlooked.

4. Capture knowledge and best practices.

Utilize the template to document project-specific knowledge and best practices. Don’t forget to include sections for technical details, lessons learned, and critical information that should be transferred to the incoming team for seamless project continuity.

To give you an example, here’s what a filled-out template looks like as a project handover report:

Project Handover Template Sample Report | SafetyCulture

FAQs About Project Handover Templates

Can project handover templates be used in different industries and types of projects.

Project handover templates are versatile, can be used in various industries, and are applicable to different types of projects. These include construction , manufacturing, and service-based projects. Also, these templates are adaptable to suit unique project needs.

What is the difference between a project handover template and a project closure checklist?

While both play essential roles in the project management process, they have distinct purposes and are used at different stages of a project. A project handover template facilitates the transition of project ownership or responsibility during the project’s lifecycle, whereas the project closure checklist focuses on formally closing out the project after its objectives have been achieved or abandoned.

What role does a project handover template play in quality assurance?

A project handover template plays a significant role in quality assurance by outlining quality control processes, testing procedures, and quality assurance measures, among others. It helps ensure that quality standards are maintained during the handover process.

Ensure Seamless Project Handovers with SafetyCulture

Why use safetyculture.

By providing a structured framework using project handover templates, they enhance clarity, accountability, and communication, ultimately leading to more efficient and error-free handovers. This is essential for organizations aiming to make their project management more streamlined, contributing to continuous operational improvement.

Moreover, using technology solutions like SafetyCulture (formerly iAuditor) , a mobile-first operations platform , can further elevate project handover processes. With the combination of well-crafted templates and powerful platform functionalities, organizations can ensure that their project handovers are not only seamless but also a key factor for ongoing excellence in project management.

Using SafetyCulture, project managers and key stakeholders can do the following:

• Ensure seamless project transition and handover processes by documenting key project details using checklists and templates .
• Finalize project handover documents and verify their completeness by generating reports in various formats, including PDF, Excel, Doc, Word, or Weblink, and store them on SafetyCulture’s secure cloud .
• Enable real-time tracking of project progress by communicating with team members and project owners using the Heads Up feature.
• Connect other Business Intelligence (BI) tools your organization uses in project management to help maintain adherence to handover schedules and processes using the Integrations feature.
• Meet handover deadlines and adhere to agreed timelines to ensure timely project completion using the Scheduling feature.
• Communicate points of concern and bottlenecks that will affect the project handover process by raising issues . Assign interventional actions for resolution.
• Gather data-driven insights on project handover tasks and other related processes using the Analytics dashboard.
• Ensure every project stakeholder is aware and equipped with the best practices for accomplishing key tasks and conducting project handovers by creating and deploying training programs.
• Manage project assets (e.g., documents, equipment) all in one platform to easily see an overview of their status and conditions.

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Related Project Handover Templates

Construction project handover checklist.

Construction project managers can use this checklist to document warranty start and end dates, electrical system conditions, and equipment inspection results. This information can be used by the client or project manager to check which areas need attention during the handover process.

Project Closure Checklist

Project managers can use this checklist template to help prevent overlooked processes in preparation for project closure. Document the project’s closure date, overview, and overall performance before signing off.

Project Status Report Template

This project status report template, sometimes called a project progress report, can be used by project managers and inspectors to regularly track the progress of a business project. Record performance details, document roadblocks, and provide a completion rate before affixing a digital signature.

Patricia Guevara

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Free Project Handover Templates

By Kate Eby | June 7, 2022

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We’ve compiled the most useful project handover templates for project managers, clients, contractors, and other project stakeholders working in multiple industries, including construction, software, and IT.

On this page, you’ll find a simple project handover report template , a construction project handover checklist template , a project handover plan template , a project handover report template , a software project handover document template , and an IT project handover template . Plus, learn about the elements of a project handover template .

Simple Project Handover Template

Download Simple Project Handover Template Microsoft Word | Adobe PDF | Google Docs

Account for all components of a successful project handover with this simple project handover report template. Enter general project information, overview details, scope, schedule, costs, benefits, customers, risks, constraints, and assumptions. This template is the perfect tool for project managers looking to successfully transfer a project to another manager, team, or client.

For more helpful project management tips and resources, see this collection of free, downloadable project management templates .

Construction Project Handover Checklist Template

Download Construction Project Handover Checklist Template – Microsoft Excel  

This construction project handover checklist template is an all-inclusive document for your construction project handover, either from one project manager to another or from a contractor to a client. This customizable template allows you to indicate which construction project tasks are completed and to establish and monitor due dates, dates completed, priorities, and statuses. The template also includes pre-built Required Testing, Warranties / Guarantees, Certificates, and Final Submittals sections. Fill out each section to ensure that you’ve accounted for everything in your construction project.

Project Handover Plan Template

Download Project Handover Plan Template Microsoft Excel | Microsoft Word  

Use this dynamic project handover plan template to proactively prepare for a project handoff. Enter the project’s goals, risks, and assumptions in order to provide the project manager, project team, or client with a high-level overview of the project’s purpose. Use the template’s Task / Assignment section to specify each transition role, project task, and any suggested or required training for a successful project handover.

For helpful tips on successful project planning, see our collection of free project plan templates for Microsoft Excel.

Project Handover Checklist Template

Download Project Handover Checklist Template  Microsoft Excel | Microsoft Word | Adobe PDF

Account for all components of a successful project transition with this project handover checklist template. Enter a unique ID number and description for each project activity, as well as its owner, due date, status, and any additional comments. The template includes fields for Planned Work Completion Date, Actual Work Completion Date, Planned Project Closeout Date, and Actual Project Closeout Date . Complete these fields to ensure that the new team has all relevant project activities information, including project completion and closeout dates. 

For additional resources related to project closure, read this comprehensive guide to project closure .

Project Handover Report Template

Download Project Handover Report Template  Microsoft Word | Adobe PDF

Provide project sponsors, clients, and other project stakeholders with comprehensive project details for a successful project handoff using this project handover report template. Enter a project summary, roles and responsibilities, deliverables, expenses, schedule, and any lessons learned or recommendations for the new project manager or team. By doing so, you can ensure a seamless project transition. This template is a perfect solution for a project implementation team handing off their project to a project maintenance team, or a project manager handing off a project to another project manager or client.

Project Client Acceptance Sign-Off Form

Download Project Client Acceptance Sign-Off Form  Microsoft Excel | Microsoft Word | Adobe PDF

Provide clients with a comprehensive project handover document using this project client acceptance sign-off form. The form includes fields for a project summary, contract data, project schedule, final project costs, project funding sources, and final deliverables. This unique template also allows you to list supporting documents and includes a Project Acceptance section where providers and clients can add dated signatures upon project acceptance.

Software Project Handover Document Template

Download Software Project Handover Document Template  Microsoft Excel | Adobe PDF

Designed with software teams in mind, this project handover document template provides a new project manager, Scrum master, project team, or client with everything they need to know for smooth project handoff. Enter organization details, contact information, and project overview details, background, resource requirements, scope of work, deliverables, and milestones. The template also includes a built-in, software-specific Stakeholders list to ensure that the new manager, team, or client can successfully implement the project after handoff.

IT Project Handover Template

Download IT Project Handover Template Microsoft Excel | Microsoft Word

IT project managers and other IT personnel can use this customizable project handover template for a comprehensive, organized project transition between departments or teams. Enter project overview details, scope, tentative schedule, resources, and benefits, such as cost savings, higher productivity, improved compliance, and lower maintenance costs. Use this template to ensure that project details are available to team members, project recipients, and other stakeholders in a single, shareable report.

Sales-to-Customer-Success-Handoff Template

Download Sales-to-Customer-Success-Handoff Template  Microsoft Word | Google Docs

This all-inclusive sales-to-customer-success-handoff template provides project managers with an easy-to-use project transition form that helps facilitate transitions between sales and customer success teams. Enter customer information, customer team information, internal team information, high-level goals, and details about the customer’s decision to work with your company. The template also includes space to include key performance indicators (KPIs) for measuring success, as well as growth opportunities, so that all sales and customer success team members are aware of how proactive customer service can strengthen client relationships.

What Is a Project Handover Template?

A project handover template is a document that helps ensure that a project transitions smoothly between managers or from an internal team to a client. These templates usually include key project information, such as deliverables, scope, schedule, and milestones.

By filling out a project handover template, you can ensure that all team members, board members, project managers, and clients understand the project’s objectives, goals, business case, and the problem or issue that the project will resolve. A project handover template enables project managers to clearly communicate to the handoff team what work has been done on the project and what the additional work will entail. With a comprehensive handover document in hand, all stakeholders can be confident that they have accounted for every essential project component. 

Once the project handover document is completed, the team, project manager, or client should have a clear understanding of what remaining work must be completed in order for the project to succeed. 

Although project handover templates vary, most project handover templates include the following components: 

• Project Name: Enter the name of the project that you will hand over to another project manager, project team, or client. 
• Project Manager: List the name of the project manager who is currently responsible for the project handoff. 
• Project Sponsor: Provide the name of the project’s primary sponsor or the project board that will oversee the project’s handover.  
• Organizational Unit: Enter the name of the team, department, or unit handing off the project.  
• Project Status: Provide the project’s current status for the receiving team.   
• Handover To: Enter the name of the project team, individual project manager, or client receiving the project. 
• Start Date: Provide the date the project will commence, so that it’s clear to the receiving project team when work begins.
• Completion Date: List the expected date the project will finish or the date the current team finished their portion of work.  
• Project Objectives: List the project’s primary goals. What does it hope to achieve?
• Problem or Issue: List the primary problem or issue that the project will solve.
• Purpose of Project: Briefly describe the purpose of the project. Why was it undertaken?
• Business Case: Describe the business case for the project. Why is this the best solution to the problem?
• Goals and Metrics: Explain how you will measure the success of the project.
• Expected Deliverables: List the individual deliverables of the project. 
• Risks, Constraints, and Assumptions: Provide the receiving team with a list of project risks, constraints, and assumptions that they should account for in their project plan. 
• Project Scope: Describe what is in scope for the project, and be specific about what is out of scope. 
• Project Transition Plan: Provide a high-level description of the project tasks and deliverables that the receiving team must complete.  
• Tentative Schedule: Provide a proposed due date for the project.  
• Milestones: List key milestone dates and deliverables that the receiving team should aim to meet. 
• Project Roles and Responsibilities: List each project role and responsibility. 
• Tasks: List the remaining tasks that the new team must complete after project handover. 
• Training: Detail any training the new team members will need in order to successfully complete the project.

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7 Free Project Handover Templates for Efficient Transitions

Praburam Srinivasan

Growth Marketing Manager

February 13, 2024

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Want to know the number-one rule for saving time in your workday? Don’t reinvent the wheel. Translation: Don’t do the same task twice—even if round two is completed by a separate individual.

When projects get handed off between two or more people (let alone two or more departments), there’s always a risk of duplicate tasks. And duplicate workloads carry zero benefits.

Instead, both parties become frustrated because their time, talents, and energy could have been used elsewhere. And the project team or project manager gets lost in a frenzy of duplicate work.

So, how do you avoid it?

Simple: You craft the perfect project handover between parties, ensuring those working on a project in the future know precisely what was completed in the past. To do all of the above, you need a project handover template.

How to choose the best project handover template

1. clickup project handover template, 2. clickup project handover sop template, 3. clickup change of shift report template, 4. clickup change management plan template, 5. clickup employee onboarding template, 6. clickup employee onboarding gantt template, 7. clickup employee exit sop template.

What is a Project Handover Template?

A project handover template outlines all the details of a project or role so it can be easily (as the name implies) handed off from one party to another.

A project handover template outlines the project scope , deliverables, deadlines, processes and procedures , and other instructions in an easily digestible manner. The goal of a project handover checklist is two-fold:

• It prevents duplicate work and outlines all the project details that have yet to be done or have been done to reach project completion
• It saves the company (and your project manager) time and resources with a solid project handover document. Instead of having to schedule countless meetings to discuss the project handover process, key stakeholders can simply refer to the project handover notes

The best project handover documents are concise, accurate, and collaborative—allowing a smooth transition to take place. All handover notes should outline all project details, thereby preventing confusion between parties and duplicate workloads. 

According to a survey by Zippia , a site that updates jobseekers on company culture, 50% of employees have 1-3 hours of meetings per week, and 20% believe those meetings are a waste of time. By selecting the right project handover template, complete with all necessary information, tasks, and priorities for a project, you decrease the need for unnecessary meetings.

A successful project handover template decreases confusion, frustration, and wasted resources surrounding a given project.

To choose the best project handover template for your organization, ask yourself these questions:

• Who will be using the template ? Will this template be used by a single individual, a department, or the executive team? Understanding the stakeholders is key to choosing the right layout for the project handoff
• What tools do you need? Do you need a calendar of deliverables, a way to attach important documents, or a means to visually track progress? Understanding the process mapping tools available to you and how to use them will help you select the right template
• Which layout is easiest to understand? Do you need a checklist, table, calendar, or workflow? While many templates offer multiple, customizable views, knowing which layout would be most usable will ensure the most efficient execution of the project

7 Free Project Handover Templates for Easy Transition

The right project handover template prevents project roadblocks, outlines priorities, and creates a contingency plan for new or existing team members. Below, find seven must-try templates for project handovers in your organization.

Handing off a project from one department to another? Ensure there’s no missed opportunities with the use of ClickUp’s Project Handover Template .

This project handover report template can be personally branded to your company, allowing space for your company name, logo, tagline, and contact information at the top. To kick things off, write the project name and author (i.e., the person filling out the report), followed by a brief description of the project.

From there, the template dives into all aspects of the project, preventing confusion across department lines. The “Handover Participants” section offers space for a photo, name, and role description of each collaborator on the project. 

The “Requirements” section offers a particularly handy timeline, where you list each task, the department responsible for that task, and the associated deadline for all actions required before a transition can take place. Finally, the “Transition Tasks” section allows team members or a project manager to log all completed activities for the project, thereby preventing duplicate work.

Let’s face facts: The people assigned to a project won’t always stay the same. Employee turnover is a simply part of running a business. When you bring on new team members, you want to get them onboarded and up-to-speed as soon as possible.

Using a standard operating procedure (SOP) template ensures new employees understand what to do and how to do it, within any given role. ClickUp’s Project Handover SOP Template provides clear and consistent guidelines so all employees follow a standardized approach for completing tasks, thereby reducing the risk of error.

To assist new employees on understanding their role and responsibilities, fill out the “Scope” section with various aspects of their assigned tasks. Then, outline standardized processes in the “Procedure” section, complete with numbered steps and images (if helpful for the project team). 

Finally, give colleagues the tools they need to be successful by linking to necessary resources (such as folders, tasks, and/or files) and filling out a frequently asked questions (FAQ) section.

If you manage a group of employees who work in shifts, a handover document template could save countless hours per week. To prevent a lull in productivity as one shift ends and another begins, take advantage of ClickUp’s Change of Shift Report Template .

A change of shift project handover plan provides a detailed account of what took place over the course of the previous shift and outlines priorities for the upcoming shift. This handoff template could prove invaluable to virtually any hourly-based business, from hospitals and nursing homes to coffee shops and car-washing services.

A change of shift report should be used on a daily basis—excuse us, a multi-daily basis—with the date, shift start and end times, location, and supervisor filled out at the top. If necessary, the “Employee Information” section can be filled out so each team member provides their own report. 

From there, the “Shift Duties and Responsibilities” section provides a detailed account of all tasks, subtasks, employee responsibilities, and the status of each task, so each colleague knows their top priorities when they clock in. Lastly, utilize the “Challenges and Recommendations” section to discuss any roadblocks for the day’s tasks.

A good manager makes the entire organization run more efficiently—assigning tasks, delegating responsibilities, and setting priorities for the rest of the team. Company supervisors oversee all aspects of change management —adapting to shifting priorities, transitioning projects, and even employee turnover.

Set managers up for success with ClickUp’s Change Management Plan Template . The out-of-the-box template divides the project transitions into three phases (although this can be expanded to fit your unique organization or project team). 

Under Phase 1, managers identify which changes are needed to prepare for a project transition. Under phase 2, managers move the project from one department to another, identifying a communication plan, major events, and a resistance management plan. Lastly, Phase 3 collects stakeholder feedback, celebrates wins, and identifies gaps for future transitions.

With 100+ pre-built Automations to choose from, this change management template helps automatically assign tasks, post comments, and move statuses, saving precious time in the workweek. 

Plus, the template equips managers for keeping each project on-task with an easy-to-understand color-coded system, a Table view with columns for all relevant information, and progress bars for various steps.

When hiring a new employee, you want the individual to contribute to company projects as soon as possible. Unfortunately, a lack of planning could delay the onboarding process by weeks (if not months).

To shorten the onboarding process and increase the productivity of new employees, leverage ClickUp’s Employee Onboarding Template . This template provides a detailed workflow beginning with an employee’s first day on the job. The itemized list breaks down the onboarding process into weekly priorities, allowing the new team members to check off each task as they go.

This new employee progress report can easily be customized to fit your unique company or department. Consider expanding on each task by adding subtasks (for example: the “Fill out HR documents” task includes subtasks for health benefits, 401(k) contribution, and tax deductions). Or add attachments, supervisor sign-offs, deadlines, or notes to make the onboarding process run as smoothly as possible.

A successful onboarding process isn’t reliant on just getting the new hire up-to-speed. It’s also reliant on all team members—even those who have worked for the company for years—working together as one, productive unit.

It truly takes a village to set up a new employee for success, with employees from HR, legal, and security teams working in tandem. Therefore, the handover process and overall knowledge transfer to a new hire must be overseen at the director or executive level—which is precisely where ClickUp’s Employee Onboarding Gantt Template comes into play.

This template creates a streamlined transition plan for new employees at the organizational level. With the Gantt chart, each department (i.e., human resources, legal, security, and training) is given its own folder, with tasks delegated to each employee. Each individual is given their own progress bar, offering a high-level overview of completed project deliverables.  

For example, a human resources manager might be responsible for completing background checks, filling out an I-9 form, verifying the new employees’ government ID, and filing necessary benefits forms. Meanwhile, someone from the security or tech department will be responsible for setting up the new hire’s login, their time-tracking application, and their keycard access. 

With such a detailed template at your disposal, you prevent duplicate work while offering maximum support to new team members.

Project handoffs don’t just happen when a new employee joins your team. They happen when someone leaves your team as well.

With ClickUp’s Employee Exit SOP Template , you can collect all necessary project information from an employee exiting the company, thereby preventing any drops in productivity. Using the Calendar view , you can schedule the employee’s exit interview, while the ClickUp Docs feature lets you collect, store, and manage any necessary paperwork.

This succession planning template allows for a seamless knowledge transfer to take place, and ultimately sets a new team member up for success. You can collect the project status for all delegated tasks, create a checklist of key tasks and information, and assign roles and responsibilities to other team members. With this handy template, you can establish project goals for new hires and keep the company running smoothly.

Prevent Drops in Productivity With a ClickUp Project Handover Template

Keeping a project running efficiently requires multiple moving parts. As shifts end, new hires come onboard, employees leave, or management changes, you want to keep things running without any disruptions.

The right project handover template can help boost team productivity across department lines. Whether you start with one of ClickUp’s many handover templates or build from scratch, you can assign duties and subtasks, create a calendar of deadlines, track progress in real-time, and make a seamless handoff of important documents. 

With ClickUp, you can easily customize views, fields, headings, or text to fit the unique needs of your company. And with over 1,000 integrations at your disposal, you can effectively manage each project.

Ready to see how ClickUp can make your organization run more efficiently? Give it a try for free today .

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Cover Letter for Document Submission Sample

At some point in the job application or admission application process, you may be asked to submit documents for the bank, company, school. These documents should be sent over in the same professional manner as your application letter, i.e., with a formal cover letter. In this guide, we'll introduce you to the uses of a cover letter for document submission and a sample of such a cover letter .

• # Cover Letter Sample for Document Submission to A Company
• # Cover Letter Sample for Document Submission to Schools
• # Sample Letter with Attached Documents
• # How to Edit Cover Letter for Document Submission Template
• # Tips for Writing Cover Letter for Document Submission

Covering Letter for Submission of Documents

This is a free cover letter template for submitting documents. Free Download and customize it according to the sample text below.

Supported formats

Cover letter for document submission sample to a company.

Below, you'll find a sample cover letter for document submission. To help you understand what a cover letter for document submission looks like, we've put together a short cover letter to show you the structure.

First Name Last Name Address Line 1 Address Line 2 Address Line 3 Postcode Phone Number Email

Contact Name Company Name Address Line 1 Address Line 2 Address Line 3 Postcode Phone Number Email Day/Month/Year

Dear Mr. Keys,

This letter contains an itemized list of the following documents; as asked for by your company:

• A photocopy of my driving license
• A paper document that proves my address (bank statement)
• A photocopy of the inside of my passport
• A photocopy of the front of my passport
• A photocopy of my NI card

I am sending these documents to you to ensure further progress in fulfilling the requirements for joining your company. All the documents asked for by the company are attached alongside this letter. Please let me know if you require any other documentation.

I greatly appreciate your consideration of my job application and wish to let you know that I am still seriously interested in further pursuing the application. Thank you for your time.

Kind regards, Your name

As you can see by our cover letter for document submission sample, these types of cover letters are notoriously short. It's not necessary to repeat your first cover letter or include anything from your CV with these types of cover letters. They are simple, factual, and used as a formality when contacting a company regarding a job application.

Cover Letter for Document Submission Sample to Schools

Here is a sample to write a covering letter for document submission to schools.

The Administration Department University Name Address Line 1 Address Line 2 Address Line 3 Postcode Day/Month/Year

Contact Name Department Name Address Line

Subject: Document submission letter

Respected Sir,

I am XX, a student of [School Name] with application number [Number]. I am writing this letter to send you the remaining documents which are required for the application process. At the time of admission, I was not able to submit my marksheets and transfer certificate as I was yet to receive it from my previous school. Now that I have received it, I would like you to accept it and update my record accordingly.

Thank you for considering my request for late submission once again. Please feel free to contact me in case of any discrepancy.

Sincerely, Your name Contact number email address

Attachments: Class 12th transfer certificate

Sample Letter with Attached Documents

The General Manager, Company Name, Address.

From Your name, Designation, Company name, Address.

Dear Sir/Madam,

Here we are submitting the marketing performance report. Please find the enclosed report along with this letter.

For any modifications, please let us know, we will try to revise the document.

Designation, Company name

How to Edit Cover Letter for Document Submission Template in PDF

After downloading the PDF cover letter template, you can edit it with a professional PDF editor, Wondershare PDFelement - PDF Editor Wondershare PDFelement Wondershare PDFelement . With this tool, you can change the texts, images, forms, signatures, etc., in the PDF documents and make your documents perfect for submission.

• Create high quality PDF cover letter without losing layout and formatting;
• Free PDF cover letter samples available;
• Convert Word, PPT, Excel, etc. to PDF or vice versa;
• Compress files for email attachments.

Step 1. Open the Cover Letter Template

Step 2. Click on "Edit" and Enter Your Text as You Like

Step 3. Complete and Save Your Cover Letter

What should you mention in a cover letter for document submission

In a cover letter for document submission, you'll need to mention several things. These cover letters are exact, so, likely, you won't write more than half a page.

• Start with your contact details and your name. Even if you're sending the documents by email, you should always include your name and contact details in a cover letter for requested documents, as this helps the employer figure out who's contacting them.
• State why you're contacting the company. There are hundreds of applicants for every job position, and though you may be onto the next stage, there will still be several other people sending similar documents. Tell the company who you are, what position you applied to, and ensure that you point out that they asked you to send more documentation across to them.
• An itemized list of documents. Whatever documents you're sending, no matter how many of them there are, write a shortlist in your cover letter to tell the company which documents you include in your email or letter.
• Express your excitement. Like a standard job cover letter, express your interest in the job position again, on a smaller scale to how you expressed your excitement the first time you contacted the company. This will let them know that you're still interested.

Other Tips to Remember

In addition to our cover letter for the document submission sample and our tips on what to mention in the cover letter, we have a few more hints to share with you:

• Make sure that you have the correct company details. It wouldn't do to send a cover letter for requested documents to the wrong email address, nor would it be good to address a non-existent manager at the company. To have gotten this far, you will have been conversing with somebody. At the very least, address that person.
• Never send original documents. Sending original documents is a nightmare, especially through the post. You're likely never to see them again. Postal systems at companies are messy at best, and your potential employer won't be expecting original documents from any of the applicants. Send photocopies or scan copies of the documents into your computer and email them across to the company.
• Always date the cover letter. This isn't necessary when sending the cover letter via email, but if you're posting your documentation, ensure that your cover letter is dated. This lets the company know when they were sent to arrive at the hiring manager late.
• Keep the letter short and professional. As mentioned, it's essentially a formality. You're simply covering all of your professional bases, so it's best to keep the letter short, tell them what you're attaching, and sign off soon after.

With these tips and our sample cover letter for document submission, we're positive you'll be able to contact the company with ease.

Posted by Elise Williams to Updated: 2024-08-21 11:57:03

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Commercial – Site handover letter to client

Site handover letter: Handover letter to client or contractor

Site handovers....

Site handovers often involve many moving pieces, and can elicit very different emotions and reactions based on how smoothly the site handover goes.

Site handovers introduce new complexity to a project, as the status quo and normal operations which have been running smoothly (hopefully) for weeks, month or even years stop - and a new normal takes its place.

During the site handover process, many issues can arise, so it's massively important that clients, contractors and other participating parties communicate effectively during this period in order to smooth the transition.

A site handover letter is one of the tools which clients, contractors and subcontractors use to shift the onus of the project and the site to another party, after their work is deemed complete.

A site handover letter can simply serve as the confirmation of a site handover, or it can include more detail which helps the new site owner or operator understand what has been handed over, and what hasn't.

Site handover letter sample

Not all site handover letters look the same. Site handover letters to clients and contractors will look different, as will site handovers on different projects.

But maintaining a standardised site handover letter which you can use as a template for all of your different sites and projects is really helpful.

This template can serve as your general site handover framework, and you can easily adjust and modify pieces of it to suit different projects.

You want your site handover process to be neat and professional, and you want your site handovers to be as clear and concise as possible, so that you don't run into issues and disputes later down the line.

You'll see the handover letter to client below contains these elements. It covers the required information, and provides some important additional details which parties need to be aware of - and need to be able to reference.

The below site handover letter also resembles a full project handover - and the two often go hand-in-hand of course.

Company Name

Contract Name

Contract Number

RE: SITE HANDOVER

I am writing with respect to [Insert project or site name] to confirm the Handover Date and occupancy of [Insert site/building etc.] effective [Insert date] as discussed with your team.   This letter will serve as our confirmation and your agreement of various aspects respecting the handover.

Please review and if you are in agreement with the content, please sign, date and return the signed letter to [Insert responsible person name], at the above address.

• Insurance information:
• Warranties:
• Manuals and record drawings:
• Completion of prime responsibilities:
• Operations and maintenance of building site:
• Disposition of surplus equipment and materials
• Presence of staff on site:

We are pleased to hand over this facility to [Insert company name], and appreciate the on-going support and assistance from you and your staff.   Should you have any questions with respect to the above, please contact [Insert name] on [Insert phone number]. 

Signed by, Authorised Person

How to supplement your site handover letter

So we know that the site handover letter to clients, and the site handover letters to contractors are important communication pieces during any site handover.

But outside of communicating a site handover, what can a client or contractor do to ensure that the site handover goes to plan.

One really helpful document for this is a site or project handover checklist.

Instead of scrambling to get everything together, a checklist enables a company to comb through the elements of the site handover which they need to cover.

This checklist (as you can see below), should cover all of the elements of a site or project handover, including files, licenses, insurances and access and defect arrangements.

The problem with most failed handovers is that something was missed or forgotten. A good checklist ensures that nothing gets missed or forgotten, and that both parties have performed their duties during the site handover.

Use this site handover checklist for your handovers.

Staying on track for your site handovers.

On most sites, the site handover is a small part of the overall length of the project. The site handover is the conclusion and culmination of all of those weeks, months or years of work.

But most of the site handover hard work occurs during the project of course. Staying on track for the site handover can be really hard work - because staying on track means delivering on time and on budget.

One of the areas in which we ( sitemate ) have seen companies really improve in their ability to stay on track for site handovers is by properly organising their project information during the project delivery phase.

And what does properly organised information look like?

Well, construction and other site-based companies often spend hours and hours just reconciling the information which has been collected during the project.

This means that the site handover process often involves a mad scramble and a bunch of end-of-project headaches in the form of delays, defects and other issues.

Organising your project information properly from the outset - with a dedicated system like Dashpivot - ensures that you head into a site handover with all of your ducks in a row.

You can store, access and share any of the photos or site documents captured during any part of project delivery from a single place.

Exporting critical handover forms, photos and documents takes seconds not hours, and al of your records are reliable and professional.

At the start of a project, creating standardised and efficient processes can seem lot a lot of work, especially with a large project right around the corner.

But once you have started the project, and once your supervisors, engineers and project managers are stuck into the day-to-day work of project delivery, it can be impossible to improve the processes you started with on day one.

Projects can get away from you, and by the time that the site handover arrives, you are in no position to handover a good and well documented site to a client or contractor.

Your site handover letter to your client, or site handover letter to your contractor needs to be thorough and professional, but the best way to supplement a site handover letter is with a well organised and well delivered project - which often takes more than a single letter.

Construction Project Handover Checklist

This project handover checklist template ensures you have taken all of the neccesary handover steps, and documented all of those steps too.

See the template →

Contract Agreement for Construction Works

This contract agreement sample and editable template can help you make your contract agreements stronger and more professional.

See how you can easily streamline your systems and processes with Sitemate today

About Lance Hodgson

Lance is VP of Marketing at Sitemate. His aim is to bring awareness to a brighter future for the Built World where industrial workers and companies work smarter.

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Handover Report Templates in PDF

Planning to Ask Your Friend to Cover Your Job Shift? Prepare the Necessary Documents Including Employee Handover Letters and Shift Handover Forms, All Available Here at Template.net for Free. We Also Offer Ready-Made Checklists, Reports, and Planner Templates Customized to Fit Any Work Fields and Construction Projects. Download Now.

• Handover Note
• Handover Report

Help out your co-worker transition into your position with ease with the help of our professionally created Ready-Made Handover Report in PDF format. These templates have been created to help you conveniently write a report that contains all your roles and responsibilities, ongoing projects, and others. We made sure that you can easily edit and print these templates to help you avoid unnecessary hassle. We also included important sections with well-written contents that you can use. Available in A4 and US sizes with a print-ready feature you are guaranteed to have a convenient creating and printing process. Download our free Ready-Made Handover Report in PDF format now to enjoy all of the amazing features.

How To Create A Handover Report in PDF

A handover report is a document written by an employee who is about to leave their job positions. This type of report provides awareness and information towards the successor so that the transition period is as brief and smooth as possible. In this article, we will be teaching you how to write an effective handover report with the help of a PDF file format. Study and understand each step for this will be a great stepping stone as you do your work. Here's how:

1. Define Each Duty

If you assign tasks to a new employee, you certainly don't just want to name and leave the job as it is. This will cause the report recipient to be confused and as a result, he won't won't be able to do the work accurately. That's the reason why you should define every detail of the tasks so that he/she will be able to understand it easily. If you want to make it look organized, then you may create a checklist for every work such as the proper usage of the equipment, IT policy, and others. Take note: If you happened to have any conflicts with the new employee, please do not pass any type of hatred for it is very unprofessional and might affect the promotion for your new job position.

2. State The Date and Time of Each Task

Now that you have defined every task, next is to state the time period or the work schedule about when each task must be finished. This ensures that the recipient of the handover report will have clarification on when each task will be completed. This will also help the new employee or the recipient of the report by adjusting his time and work balance on how and when to finish each task.

3. State the Name of Each Staff Assigned

If you have already finished defining each specific task and listing their work schedule, then it is time for you to list the names of the employee who is assigned to do such services. Naming the employee is such a big help the company to monitor who is assigned on that specific hour in order to achieve an organize and productive manner at the end of the day.

4. Utilize our Template and Edit it

By downloading one of our premium report templates, you will be able to do your work easily because all you need to do is to edit it and replace the suggestive headings and the pre-made charts and tables with the details that we have discussed in the previous steps above. In editing the content, we firmly recommend you use PDF or Portable Document Format for it has all the printed document components that you can view, navigate, print or send to someone else. Don't waste any minute and download a template now so that you can already start the editing procedure.

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