FREE 3+ Short Handover Note Samples [ Leave, Email, Resignation ]

When it’s time to leave your job in a company for good and move on to other opportunities, you can’t just dash and go without leaving something behind that will indicate you once worked there. For most positions, especially at the project management or supervisory level, an employee must write a handover note to help his or her replacement, or the people left in the company know his or her responsibilities and what unfinished tasks need to be continued.  A handover note does not have to be pages long; in fact, you can only send a one-page copy that summarizes everything that needs to be done by your replacement once you’re no longer in the company. Read the article to know how to make a short handover note.

When it’s time to leave your job in a company for good and move on to other opportunities, you can’t just dash and go without leaving something behind that will indicate you once worked there. For most positions, especially at the project management or supervisory level, an employee must write a handover note to help his or her replacement, or the people left in the company know his or her responsibilities and what unfinished tasks need to be continued.  A handover note does not have to be pages long; in fact, you can only send a one-page copy that summarizes everything that needs to be done by your replacement once you’re no longer in the company. Read the article to know how to make a short handover note.

3+ Short Handover Note Samples

1. Short Handover Note Sample

2. Handover Note For Leave

3. Handover Note Template

How do you give a good handover?

Giving a good handover is crucial for a smooth transition of responsibilities. Follow these steps:

1. Documentation: Prepare thorough documentation outlining key tasks, processes, and responsibilities.
2. Organize a Meeting: Schedule a handover meeting with the individual taking over your role.
3. Review Tasks: Discuss current projects, pending tasks, and ongoing responsibilities.
4. Share Contacts: Provide contact details for key stakeholders, team members, and collaborators.
5. Clarify Procedures: Explain any specific procedures, protocols, or best practices.
6. Address Challenges: Highlight potential challenges and offer solutions or suggestions for resolution.
7. Timely Communication: Ensure ongoing communication for clarifications and support during the transition.
8. Follow Up: Schedule follow-up meetings to address any questions or concerns that arise post-handover.

A well-executed handover minimizes disruptions and ensures a successful transfer of duties.

4. Sample Of Handover Note

What is a Handover Note?

A handover note is an official document created by an employee who is going to leave their position and the company and the document will assist their successor or replacement to continue in carrying out his duties and responsibilities.

How to Make a Short Handover Note

• Give yourself some time to write your handover note. The handover note sample is a document that contains important information on your responsibilities so take some time into making it. You don’t want to do it at the last minute when you’re more likely to forget to include a task or two.
• Write your handover note or encode it in a Word document. This is the easiest and fastest way to produce a handover note. And it is also a much more formal approach rather than writing it through email. You’re only writing a brief note, so a simple Word document or even a handwritten one will do.
• Now it’s time to finally write the actual handover note. Even though it is short, be sure to be concise and include the most important details only, such as the tasks that need to be done and information that is useful for the job estimate. The format of writing the final output of your handover note follows:
  • Information of the day-to-day tasks and priorities; Detailed information on your day-to-day activities, task list, and priorities. It could be a table that states the tasks, their details, their timeline sample, and persons involved or responsible for the tasks.
  • Schedule of upcoming events and deadlines,
  • Login information, passwords, and guide of navigating some systems in the computer
  • Expectations for your successor and a sample brief discussion of ongoing issues within your job and the company,
  • List of files and documents that will be handed over to the successor, and
  • List of contacts or partners in the projects you were handling.
• Once you’re done writing your handover note, hold a meeting note with your supervisor or manager and your colleagues, especially your successor, who will be affected by your leave. Discuss your handover note to note if there are any changes or any tasks information you forgot to add and you can give instructions to your successor on how to deliver the tasks you have left for them.

What is called handover?

A handover, in a professional context, refers to the transfer of duties, responsibilities, and information from one individual or team to another. This process is critical during role transitions, project work sample, or when an employee leaves a position. The purpose is to ensure a seamless transfer of knowledge, maintain operational continuity, and facilitate effective communication within an organization. Handovers typically involve the documentation of ongoing tasks, key contacts, and pertinent details to empower the incoming party. Whether it’s a job handover, project handover, or team handover, the goal is to minimize disruptions and enable the new individual or team to take over with clarity and efficiency.

What is handover preparation?

Handover preparation refers to the process of getting ready to transfer responsibilities, tasks, and information from one person to another. It involves ensuring a smooth transition by organizing and documenting relevant information. Here are key steps for handover preparation:

1. Documentation: Compile comprehensive documentation outlining ongoing tasks, projects, and key responsibilities.
2. Task Review: Review current tasks and projects to identify any pending work or critical deadlines.
3. Contact Information: Update and organize contact information for key stakeholders, team members, and collaborators.
4. Procedures and Protocols: Clarify and document specific procedures, protocols, and best practices related to the role.
5. Challenges and Solutions: Anticipate potential challenges and devise solutions or strategies for addressing them.
6. Knowledge Transfer: Arrange knowledge-sharing sessions to transfer critical information to the individual taking over the role.
7. Status Reports: Prepare status reports or summaries of ongoing projects and tasks.
8. Timely Communication: Communicate with relevant stakeholders about the upcoming handover and manage expectations.
9. Transition Plan: Develop a detailed transition plan outlining the steps and timeline for the handover process.
10. Checklists: Create checklists to ensure that all necessary information is covered during the handover.
11. Training and Support: Offer training or support as needed, ensuring the successor is equipped to handle the responsibilities.

Effective handover preparation is essential for a seamless transition, minimizing disruptions and ensuring that the successor is well-prepared to assume the role.

What is the handover stage?

The handover stage is a critical phase in a project or organizational context where responsibilities, tasks, and information are formally transferred from one individual or team to another. It marks the transition point between the outgoing and incoming parties, ensuring a smooth transfer of knowledge and continuity of operations. During the handover stage, key activities include comprehensive documentation, knowledge sharing, and training sessions to equip the successor with the necessary information and skills. Clear communication and collaboration are paramount, as the outgoing party provides insights into ongoing projects, critical tasks, and any potential challenges. The handover stage also involves validating the completeness and accuracy of documentation, addressing any outstanding issues, and confirming that the incoming party is well-prepared to assume control. Successful handovers contribute to organizational efficiency, mitigate risks, and foster a seamless transition between roles or project phases.

General FAQs

In conclusion, a handover note is great for your colleagues not contacting you when you’re no longer in the company and it helps you leave the company on a good note and makes you an overall responsible person. This also helps you reflect on all the responsibilities that you’ve achieved while you’re in the company. To start writing a short handover note, check out our free handover note templates and download them right now.