What is handover — Think of the last time a key team member took a long leave or moved on to a new challenge. The gap they left was likely felt immediately. A handover, in the context of the workplace, is the process of transferring responsibility and knowledge from one employee to another.

This often happens when an employee is taking an extended leave, such as maternity leave or sabbatical, or when they are resigning. The primary goal of a handover is to ensure a smooth transition so that the incoming employee can pick up where the previous one left off with minimal disruption.

Handover processes are crucial for maintaining continuity in a team, and they should be carefully managed by HR professionals and managers alike. When done correctly, a handover can make it easier for the replacement employee to adapt to their new role and responsibilities. This process usually involves transferring work-related tasks, documents, and other essential information.

Not only is a handover important when an employee resigns, but it is also a standard procedure before taking any extended leave. In many companies, the handover process includes creating a formal handover document or email, which we’ll provide examples and templates for in this article.

Why is a Handover Important?

A handover is essentially about transferring critical information and documentation to ensure that the work continues smoothly. This is especially important when the replacement is a new employee. A well-documented handover process helps the new employee adapt quickly and efficiently to their new role.

Let’s dive deeper into some key objectives of a successful handover:

• Providing Accurate Information: It ensures that the successor has all the accurate and up-to-date information about ongoing tasks.
• Documenting Work Progress: It helps record the progress of current projects, so the incoming employee knows exactly where to start.
• Outlining Key Objectives: Clear goals and objectives are provided, allowing the successor to understand the broader context of their work.
• Enabling Complete Work Transition: For employees resigning or taking long leaves, a thorough handover allows them to fully disconnect from their responsibilities.
• Facilitating New Employee Adaptation: It helps the new employee not only understand the workflow but also get acquainted with key stakeholders and the company culture.

Step-by-Step Handover Procedure

To ensure that the handover process is effective, it should follow a structured approach. Below are the steps you should take to conduct a successful handover:

Step 1: Discuss the Handover Plan with Your Manager

As soon as you decide to resign or take extended leave, you should discuss the handover plan with your manager. This discussion is crucial as it helps the manager reassess team capacity and responsibilities. The manager will also guide you on which documents need to be prepared and what details should be included in the handover.

It’s also important to clarify what contributions are expected from you during this transition and how you should prioritize your tasks.

Step 2: Prepare Clear and Detailed Handover Documents

After your discussion with the manager, it’s time to start drafting your handover documents. These should be as detailed and clear as possible to ensure a seamless transition. Below are some of the key documents and information you should include:

• Daily Work Routines: A detailed description of your daily tasks, work schedule, and involved stakeholders.
• Ongoing Project Descriptions: Information about ongoing projects, including the status and next steps.
• Important Contacts: A list of important contacts related to your work, including clients, vendors, and internal stakeholders.
• Access Information: Details on how to access relevant documents, accounts, and tools.
• Challenges and Solutions: A summary of any challenges faced during your tenure and how you overcame them.

Involving your manager and the incoming employee in this process can be very beneficial, as it ensures everyone is on the same page and can clarify any uncertainties.

Step 3: Schedule Time to Support the Replacement Employee

Starting a new role can be daunting, so it’s a good idea to set aside some time to support the replacement employee. This could involve walking them through the handover documents, introducing them to key stakeholders, and answering any questions they might have. This helps them not only with the technical aspects of the job but also with understanding the company culture.

Step 4: Meet Deadlines and Ensure a Smooth Transition

While the handover process is important, it’s also crucial that it doesn’t drag on indefinitely. Make sure the handover is completed within the timeline agreed upon with your manager, usually before your last working day or the start of your leave. The duration of the handover process can vary depending on your role, from two weeks for entry-level positions to up to three months for managerial roles.

Step 5: Review the Handover Process

The final step in the handover process should be a review meeting with all involved parties—your manager, the replacement employee, and yourself. This review ensures that the replacement employee has all the information they need and that the manager is satisfied with the handover.

Sample Handover Emails for a Smooth Transition

A formal handover email is often required in many organizations as part of the handover process. Below are three sample emails that you can use as templates for different scenarios:

Example 1: Handover Email for Resignation

Subject: Handover of Responsibilities – [Your Name]

Dear [Manager’s Name],

As discussed, my last working day will be [Last Working Day], and I have prepared all the necessary handover documents for [Replacement Employee’s Name]. Below is a brief overview of the handover process:

1. Ongoing Projects: [Brief Description]
2. Daily Tasks: [Brief Description]
3. Key Contacts: [List of Contacts]

Please find the detailed handover document attached. I will be available until my last day to assist with any questions or clarifications.

Thank you for the opportunity to work at [Company Name]. I wish the team continued success.

Best regards,
[Your Name]

Example 2: Handover Email for Maternity Leave

Subject: Handover of Responsibilities During Maternity Leave – [Your Name]

Dear [Manager’s Name],

As I prepare for my upcoming maternity leave, I have outlined the handover process for [Replacement Employee’s Name] to ensure a smooth transition. The key points include:

1. Ongoing Projects: [Brief Description]
2. Daily Tasks: [Brief Description]
3. Important Deadlines: [List of Deadlines]

Please feel free to reach out to me if there are any questions during my remaining time here.

Thank you for your support.

Best regards,
[Your Name]

Example 3: Handover Email for Extended Leave

Subject: Handover of Responsibilities During Extended Leave – [Your Name]

Dear [Manager’s Name],

As I prepare for my extended leave, I have documented all the necessary details for [Replacement Employee’s Name] to take over my responsibilities. Key details include:

1. Ongoing Projects: [Brief Description]
2. Access Information: [Login Details or Access Instructions]
3. Key Stakeholders: [List of Contacts]

I will be available until [Last Working Day] to help with any final questions or clarifications.

Thank you for your understanding and support.

Best regards,
[Your Name]

Conclusion: Ensuring a Smooth Transition with a Proper Handover

A proper handover process is essential for maintaining continuity in any organization, especially during times of employee transition. By following the steps outlined in this guide and utilizing the provided email templates, you can ensure that your handover process is smooth, efficient, and sets up the replacement employee for success.

Remember, a well-executed handover not only benefits the company but also helps you leave on a positive note, knowing that you’ve done everything possible to ensure a seamless transition.

Build your borderless team with Glints today

Glints TalentHub is our complete talent solution that covers all aspects of talent acquisition, management, and development. Our team can help you access the extensive talent pool across Southeast Asia and build great teams quickly and affordably. Simply schedule a call with us and our dedicated experts will be thrilled to guide you in your journey towards building a borderless team.

This article is brought to you by Glints TalentHub. Leading companies are actively building their borderless teams in Southeast Asia, Taiwan, and beyond. However, the prospect of going borderless can be daunting due to complex regulations and cultural ambiguities. With Glints TalentHub, you’ll have a dedicated team of in-market legal, HR, and talent experts by your side at every step of the way.

Glints TalentHub offers an end-to-end, tech-enabled talent solution that encompasses talent acquisition, EOR, and talent development. We empower businesses to leverage the strengths of regional talent efficiently to build high-performing, cost-efficient teams.

Schedule a no-obligation consultation with our experts to receive a tailored proposal today.