How to write a handover

by Amber Rolfe

Not sure how to handle a handover? We’ve got you…

Whether you’ve landed a new role, you’re taking a sabbatical, or you’re heading off for maternity leave, leaving your job behind isn’t always as simple as packing up your desk and waving goodbye.

To keep things running smoothly (and avoid any awkward encounters down the line), a solid handover is essential. We’ve already covered how to resign and given you resignation letter templates to work with – now let’s talk about the handover.

Handover meaning

A handover is a document written by an employee who is leaving their role (either permanently, or temporarily). It’s designed to help whoever is taking on their day-to-day tasks get-to-grips with them, and understand their duties.

Essentially, it’s a ‘how to guide’ for the job and the organisation, written by someone with first-hand experience in it.

Who prepares a handover?

Anyone leaving a job – whether permanently or temporarily – should prepare a handover. This includes people who are:

• Leaving the company
• Taking a sabbatical
• Going on maternity leave
• Off work due to sickness

You’ll likely get help from your manager and teammates, especially if certain tasks are being split across the team.

Why do I need a handover?

A good handover keeps the business running smoothly after you leave. It’s not just helpful for your replacement – it also supports your manager, your team, and the company as a whole.

Here’s what a solid handover does:

• Helps your successor understand their day-to-day responsibilities
• Allows them to pick up any loose ends (unfinished projects, ongoing conversations, etc.)
• Reduces disruption and mistakes
• Boosts productivity
• Protects the work you’ve put in

Basically, it means less stress for everyone – and ensures your hard work doesn’t get forgotten the moment you leave.

What should a handover include?

The length and detail of your handover will depend on your role and whether you’re leaving permanently or just taking a break. That said, here’s what most handovers should cover:

• Your day-to-day tasks and responsibilities
• How to use key software or systems
• Information on processes and workflows
• Login details and passwords (stored securely)
• Where to find important documents
• Useful contacts – customers, clients, colleagues, managers
• Details of ongoing projects – status updates, deadlines, any issues
• General housekeeping – anything else worth knowing

Put yourself in your successor’s shoes. What would they need to know? What information would make their first few weeks easier?

Your handover isn’t just about helping the business – it also protects your work and ensures everything you’ve achieved doesn’t disappear the moment you walk out the door.

When should I start preparing a handover?

Give yourself plenty of time to put your handover together. 

Aim to start at least two to four weeks before you leave. Most companies require a four-week notice period, which gives you a decent window to get everything sorted.

Starting early also means you can get feedback from your manager or colleagues, and fill in any gaps you might have missed.

Tips for writing a good handover

Tie up loose ends

If you’re leaving permanently, try to finish off any outstanding tasks before you go. The less you have to include in your handover, the easier it’ll be for everyone.

Make a plan

A handover isn’t just a document – it’s a conversation. Before you start writing, sit down with your manager and create a plan. This helps you figure out what to include and highlights any areas that might be left unmanned once you’re gone.

Talk to the right people

If you know certain tasks are being passed on to specific team members (or your replacement already works at the company), have a chat with them. This gives them a chance to ask questions, clarify responsibilities, and gather the information they need.

Keep it clear

Your handover should be easy to understand. Avoid jargon, unexplained acronyms, or terms that only long-standing colleagues will recognise. If your role is particularly acronym-heavy, include a glossary of common terms.

Let go

OK, we get it. You’ve poured hours into that spreadsheet. You’ve perfected that process. The thought of someone else taking over is…uncomfortable. But here’s the thing – it’s time to hand over the reins. Your successor might do things differently, and letting go is the best thing you can do for everyone involved.

Four things you should never do on your last day of work

Handover example

Here’s a basic example of what a handover might look like:

Marketing Coordinator handover

How to write a resignation letter

Frequently asked questions

What is a final handover?

A final handover is the last stage of the handover process. It usually happens in your final week and involves a meeting with your manager and/or your replacement to go through everything one last time. It’s your chance to answer any questions and make sure nothing’s been missed.

How do you write a handover document?

Start by listing your main responsibilities, then break each one down into smaller tasks. Include:

• Step-by-step instructions for key processes
• Links to important documents
• Contact details for relevant people
• Details of ongoing projects

Use headings and bullet points to keep it clear and easy to navigate.

How do you write a handover email?

A handover email should be concise and direct, with your handover document attached. Here’s a template to get you started:

Subject: Handover – [Your Name]

Hi [Manager/Successor Name],

As discussed, I’ve prepared a handover document covering my key responsibilities and ongoing projects. You can find it here: [link/attachment].

Please let me know if you have any questions before my last day on [date]. I’m happy to walk through anything that needs clarification.

Thanks again for everything.

Best,
[Your Name]

How do you write a handover report?

A handover report is a more formal version of a handover document. It should include:

• An executive summary
• Your main responsibilities
• Status updates on ongoing projects
• Any risks or challenges to be aware of
• Recommendations for the future

Use clear headings, numbered sections, and a table of contents if it’s particularly long.

Final thoughts

A well-prepared handover is like leaving a clean kitchen after cooking – it keeps things running smoothly, avoids unnecessary mess, and ensures no one curses your name after you’re gone. 

It’s your chance to leave on a high note, with your work and your reputation intact.

Remember, leaving a job isn’t about disappearing into the sunset – it’s about making sure the wheels don’t fall off the moment you’re out the door. 

Need more advice? Check out our related articles:

• How to survive an exit interview
• Reasons for leaving a job: What to tell your employer
• Goodbye email templates
• Eight signs it’s time to resign

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