When an employee leaves, goes on extended leave, or transfers to another role, the success of the business often depends on how well the handover process is managed.
A proper handover ensures that tasks, responsibilities, and knowledge are passed on to the right people, enabling a seamless transition without disrupting operations.
Having a proper handover positively impacts business continuity, client relationships, and compliance with company policies.
What is a Handover?
In HR and workplace contexts, a handover is the structured process of transferring duties, projects, and knowledge from one employee to another. It facilitates knowledge transfer and ensures ongoing work is not interrupted when there is a change in personnel.
Types of Handovers
Resignation is when an employee leaves permanently.
Temporary Leave, such as maternity leave, medical leave, or extended study leave.
Role Transition, such as promotions, transfers, or internal secondments.
Each type requires a slightly different handover process, but the goal remains the same: continuity and clarity for all parties involved.
Why HR Needs to Ensure a Smooth Handover
A poorly managed handover can cause:
Knowledge gaps that delay projects.
Miscommunication with key stakeholders, such as clients or vendors.
Disruption to internal teams and morale.
Compliance risks if standard operating procedures (SOPs) or approvals are left incomplete.
By establishing an effective handover process, HR can safeguard long-term success and ensure that every transition supports, not hinders, business operations.
Do All Employees Need to Prepare for Handovers?
Not every staff change requires a detailed handover, but HR must identify the situations where it is essential.
Mandatory Cases
Resigning employees.
Staff going on maternity leave, medical leave, or other long-term absence.
Situational Cases
Employees moving into new roles or departments.
Temporary project transfers.
Closure of major projects (e.g., in construction project management).
What is Included in a Handover?
A strong handover should provide a project handover checklist that includes:
Key responsibilities and tasks the employee is in charge of.
Ongoing projects and deadlines, including status updates.
Project handover documentation, such as SOPs, workflows, or manuals.
Access details for systems, tools, and shared files.
Contacts list for clients, vendors, and internal team members.
Any pending approvals or decisions requiring follow-up.
Is Handover Only for Resignees?
No. While handovers are most common during resignations, they are equally critical in other scenarios:
Maternity or extended leave
Medical leave, especially for long-term recovery.
Internal transfers or promotions
Secondments: When employees are temporarily assigned to another department or project.
Step-by-Step Handover Procedure
To ensure your handover process has a seamless transition, you can use the step-by-step process below. These instructions are commonly used by employees in Malaysia.
Announce the Transition and Set Timeline
HR and managers need to communicate early about the transition, giving clarity to all team members and stakeholders.
Prepare Documentation and Checklist
Employees must draft a handover checklist outlining tasks, responsibilities, and project statuses.
Conduct Handover Meeting
Arrange a meeting between the outgoing employee, replacement/backup staff, and relevant key stakeholders.
Provide Access to Files and Systems
Transfer access rights to tools, shared folders, email groups, or project management platforms.
Assign Backup or Replacement
Appoint interim staff or the new hire to take over responsibilities, with HR monitoring the transition.
Follow-Up and Closure
HR should check in after the handover to resolve gaps and ensure the transition is complete.
Sample Checklists Before Doing Handover
A handover is only as effective as the checklist behind it. Employers should prepare a project handover template. You can use the sample checklist below:
Sample Handover Checklist Template
Employee Name: _________________________
Department/Role: _________________________
Last Working Day / Leave Start Date: _________________________
Replacement / Backup Person: _________________________
1. Task Completion List
☐ All assigned tasks/projects up to [date] have been completed.
☐ Status updates for ongoing projects are documented.
☐ Pending tasks are clearly assigned to the replacement person.
2. Outstanding Approvals
☐ All leave forms, claims, or reimbursements are submitted.
☐ Pending invoices or payments are flagged.
☐ Management or client approvals required are listed below:
☐ Standard Operating Procedures (SOPs) shared with team/replacement.
☐ Project notes and key documents saved in shared drive.
☐ Knowledge transfer sessions conducted (if required).
☐ Contact lists updated and handed over.
4. System & Tool Access Rights
☐ Email access transferred/disabled.
☐ Shared folders/files updated.
☐ Project management tools (e.g., Asana, Jira, Trello) access assigned.
☐ CRM, finance system, or HR software credentials transferred as per IT policy.
5. Key Stakeholder Handover
☐ List of client/vendor/internal contacts handed over.
☐ Status of ongoing communications or negotiations updated.
☐ Upcoming meetings scheduled with the replacement person.
6. Project Handover Documentation
☐ All project documents (reports, contracts, agreements) are stored in the central system.
☐ Version control confirmed (latest files labelled clearly).
☐ Deadlines and milestones transferred to project management tool.
7. Performance Metrics/Reporting
☐ Current KPIs, dashboards, or reports updated until the last working day.
☐ Access given to reporting tools (Google Analytics, Power BI, etc.).
☐ Instructions provided for recurring reports (weekly, monthly).
8. Team & Internal Workflows
☐ List of recurring team responsibilities (e.g., weekly standups, payroll run).
☐ Shift rosters or duty schedules updated.
☐ Internal escalation procedures documented (who to contact for issues).
9. Compliance & Legal Items
☐ NDAs, contracts, or compliance documents reviewed and transferred.
☐ Any pending legal/regulatory submissions flagged.
☐ References to standard operating procedures (SOPs) included.
10. Assets & Equipment Return (expanded)
☐ Office equipment returned (laptop, monitor, phone, etc.).
☐ Exit interview/HR clearance form completed.
☐ All company assets returned (laptop, phone, ID card, keys).
☐ Replacement/backup person has confirmed receipt of all materials.
These sample handover emails can also be used as an introduction to explain the handover list:
1. Handover Email for Resignation
Subject: Handover of Responsibilities - [Your Name]
Dear [Manager/Team],
As my last working day will be on [date], I have prepared a detailed handover document outlining my key tasks, ongoing projects, and pending items. This includes:
Current project statuses and deadlines.
Key client/vendor contacts.
Access to relevant files and systems.
I will also conduct a handover session with [replacement/backup person] on [date] to ensure a smooth transition. Please feel free to reach out to me before my departure if further clarification is needed.
It has been a pleasure working with all of you, and I wish the team continued success.
Best regards,
[Your Full Name]
2. Handover Email for Maternity Leave
Subject: Temporary Handover During Maternity Leave - [Your Name]
Dear [Team/Manager],
I will be on maternity leave from [start date] until [expected return date]. To ensure continuity, I have prepared a handover checklist covering all active tasks, projects, and stakeholder updates.
During my absence, [colleague’s name] will serve as the main point of contact for my responsibilities. Their contact details are: [email/phone].
Thank you for your support during this time. I look forward to rejoining the team after my leave.
Warm regards,
[Your Full Name]
3. Handover Email for Extended Leave
Subject: Handover of Work During Leave – [Your Name]
Dear [Manager/Team],
I will be away on [type of leave, e.g., medical/sabbatical] from [start date] to [end date]. To facilitate a seamless transition, I have documented:
My current projects and their progress.
Pending approvals and deadlines.
Relevant contact lists and access information.
[Colleague’s name] will be handling my responsibilities in the meantime, and I have briefed them on all key matters. Please reach out to them directly for any urgent issues.
Thank you for your understanding.
Sincerely,
[Your Full Name]
7 Template Handovers for Certain Job Roles
1. HR Executive
HR Executive Handover Template
Employee Name: __________________________
Position: __________________________
Department: __________________________
Last Working Day / Leave Start Date: __________________________
Replacement / Backup Person: __________________________
1. Payroll & Employee Records
Payroll schedule for the next [x] months: __________________________
Employee Name: __________________________
Position: Sales Manager
Department: Sales / Business Development
Last Working Day / Leave Start Date: __________________________
Replacement / Backup Person: __________________________
1. Sales Pipeline & Accounts
Active opportunities in the pipeline:
Client/Prospect
Stage
Next Step
Responsible Person
Example: ABC Corp
Negotiation
Contract draft by 15 June
[Name]
Pipeline summary as of [date]: __________________________
Expected revenue this quarter: __________________________
☐ CRM updated with all pipeline notes
☐ Replacement briefed
Employee Name: __________________________
Position: Customer Service Officer
Department: Customer Support / Operations
Last Working Day / Leave Start Date: __________________________
Replacement / Backup Person: __________________________
1. Open Tickets & Cases
List of open customer tickets:
Ticket ID
Customer Name
Issue
Status
Next Action
Example: #1245
Ali Ahmad
Delivery delay
Escalated
Awaiting vendor feedback
Total number of unresolved cases: __________________________
Next milestones requiring immediate attention: __________________________
9. Final Sign-Off
☐ Handover meeting conducted on: __________________________
☐ Replacement confirmed receipt of all project documents and access
☐ Manager/HR signed off
Reports due before departure: __________________________
11. Final Sign-Off
☐ Handover meeting conducted on: __________________________
☐ Replacement confirmed receipt of all documents, reports, and access
☐ Manager/HR signed off
Documentation yet to be finalised: __________________________
9. Knowledge Transfer
System manuals location: __________________________
SOPs for troubleshooting common issues: __________________________
Training session conducted on: __________________________
☐ Knowledge transfer confirmed
10. Final Sign-Off
☐ Handover meeting conducted on: __________________________
☐ Replacement confirmed receipt of all documentation, trackers, and access
☐ Manager/HR signed off
