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
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Resignation is when an employee leaves permanently.
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Temporary Leave, such as maternity leave, medical leave, or extended study leave.
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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:
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Knowledge gaps that delay projects.
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Miscommunication with key stakeholders, such as clients or vendors.
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Disruption to internal teams and morale.
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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
Situational Cases
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Employees moving into new roles or departments.
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Temporary project transfers.
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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:
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Key responsibilities and tasks the employee is in charge of.
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Ongoing projects and deadlines, including status updates.
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Project handover documentation, such as SOPs, workflows, or manuals.
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Access details for systems, tools, and shared files.
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Contacts list for clients, vendors, and internal team members.
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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:
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Maternity or extended leave
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Medical leave, especially for long-term recovery.
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Internal transfers or promotions
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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.
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Announce the Transition and Set Timeline
HR and managers need to communicate early about the transition, giving clarity to all team members and stakeholders.
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Prepare Documentation and Checklist
Employees must draft a handover checklist outlining tasks, responsibilities, and project statuses.
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Conduct Handover Meeting
Arrange a meeting between the outgoing employee, replacement/backup staff, and relevant key stakeholders.
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Provide Access to Files and Systems
Transfer access rights to tools, shared folders, email groups, or project management platforms.
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Assign Backup or Replacement
Appoint interim staff or the new hire to take over responsibilities, with HR monitoring the transition.
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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:
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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:
3. Knowledge Transfer Items
☐ 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.).
☐ Company credit card/fuel card returned.
☐ Access passes (building, parking, VPN) revoked.
11. Final Confirmation
☐ Exit interview/HR clearance form completed.
☐ All company assets returned (laptop, phone, ID card, keys).
☐ Replacement/backup person has confirmed receipt of all materials.
Employee Signature: _________________________
Manager/HR Signature: _________________________
Date: _________________________
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3 Sample Handover Emails for a Smooth Transition
These sample handover emails can also be used as an introduction to explain the handover list:
1. Handover Email for Resignation
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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:
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Current project statuses and deadlines.
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Key client/vendor contacts.
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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]
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2. Handover Email for Maternity Leave
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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]
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3. Handover Email for Extended Leave
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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:
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My current projects and their progress.
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Pending approvals and deadlines.
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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]
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7 Template Handovers for Certain Job Roles
1. HR Executive
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HR Executive Handover Template
Employee Name: __________________________
Position: __________________________
Department: __________________________
Last Working Day / Leave Start Date: __________________________
Replacement / Backup Person: __________________________
1. Payroll & Employee Records
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Payroll schedule for the next [x] months: __________________________
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Salary adjustments/allowances pending: __________________________
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Statutory contributions status (EPF, SOCSO, EIS, HRD Levy): __________________________
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Employee records location (HRIS/shared drive): __________________________
☐ All documents attached
☐ Replacement briefed
2. Recruitment & Onboarding
|
Role
|
Stage
|
Next Action
|
Responsible
|
|
Example: HR Admin
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Shortlisting
|
Arrange interview
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[Name]
|
-
Pending interviews: __________________________
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Offer letters pending approval: __________________________
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Onboarding materials (checklist/manuals) stored at: __________________________
☐ Candidate tracker attached
☐ Replacement briefed
3. Training & Development
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Programme
|
Date
|
Vendor
|
Participants
|
|
Example: Leadership Training
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15–17 June
|
ABC Training
|
12 staff
|
☐ Training calendar attached
☐ Replacement briefed
4. Employee Relations & Leave
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Pending grievances/disciplinary matters: __________________________
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Leave balances reconciled as of [date]: __________________________
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Pending leave approvals: __________________________
☐ Case notes attached
☐ Replacement briefed
5. Compliance & Reporting
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Last compliance report submitted on: __________________________
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Pending statutory filings (e.g., PCB Form E): __________________________
-
SOPs/Employee Handbook latest version stored at: __________________________
☐ Compliance log attached
☐ Replacement briefed
6. Key Contacts
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Category
|
Name/Organisation
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Contact Details
|
Notes
|
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Payroll Vendor
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[Name]
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[Phone/Email]
|
|
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EPF Officer
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[Name]
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[Phone/Email]
|
|
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SOCSO Officer
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[Name]
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[Phone/Email]
|
|
|
HRDF Officer
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[Name]
|
[Phone/Email]
|
|
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Training Provider
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[Name]
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[Phone/Email]
|
|
7. Systems & Access
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HRIS access: __________________________
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Payroll system access: __________________________
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Shared folder links: __________________________
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Internal communication channels: __________________________
☐ IT informed to update access rights
8. Pending Items & Approvals
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Outstanding claims: __________________________
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Pending employee confirmation letters: __________________________
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Other approvals needed: __________________________
9. Final Sign-Off
☐ Handover meeting conducted on: __________________________
☐ Replacement confirmed receipt of documents and access
☐ Manager/HR signed off
Employee Signature: __________________________
Replacement Signature: __________________________
Manager/HR Signature: __________________________
Date: __________________________
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2. Sales Manager
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Sales Manager Handover Template
Employee Name: __________________________
Position: Sales Manager
Department: Sales / Business Development
Last Working Day / Leave Start Date: __________________________
Replacement / Backup Person: __________________________
1. Sales Pipeline & Accounts
|
Client/Prospect
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Stage
|
Next Step
|
Responsible Person
|
|
Example: ABC Corp
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Negotiation
|
Contract draft by 15 June
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[Name]
|
☐ CRM updated with all pipeline notes
☐ Replacement briefed
2. Key Clients & Accounts
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Client Name
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Key Contact
|
Status/Notes
|
Next Action
|
|
Example: XYZ Sdn Bhd
|
John Tan (CEO)
|
Renewal in progress
|
Send proposal
|
☐ Client list attached
☐ Replacement briefed
3. Sales Targets & Reporting
-
Current quarter target: __________________________
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Achievement to date: __________________________
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Pending deals to close: __________________________
-
Weekly/monthly reports stored at: __________________________
☐ Reporting templates shared
☐ Replacement briefed
4. Team & Internal Coordination
-
Sales team members reporting to me: __________________________
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Current coaching/mentoring initiatives: __________________________
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Pending approvals (discounts, proposals): __________________________
☐ Team notified of transition
☐ Pending approvals logged
5. Marketing & Partnerships
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Active campaigns supporting sales: __________________________
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Key partnerships/channel partners: __________________________
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Joint events/presentations scheduled: __________________________
☐ Marketing calendar shared
☐ Replacement briefed
6. System & Access
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CRM access (e.g., Salesforce, HubSpot): __________________________
-
Sales reporting dashboards: __________________________
-
Shared drive for proposals/contracts: __________________________
☐ IT informed to update access rights
7. Key Contacts
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Category
|
Name/Organisation
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Contact Details
|
Notes
|
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Key Client
|
[Name]
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[Phone/Email]
|
|
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Channel Partner
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[Name]
|
[Phone/Email]
|
|
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Internal Finance Contact
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[Name]
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[Phone/Email]
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For invoices
|
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Internal Marketing Contact
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[Name]
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[Phone/Email]
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For campaigns
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8. Pending Items
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Contracts awaiting signature: __________________________
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Proposals to be submitted: __________________________
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Client escalations/issues: __________________________
9. Final Sign-Off
☐ Handover meeting conducted on: __________________________
☐ Replacement confirmed receipt of documents and CRM access
☐ Manager/HR signed off
Employee Signature: __________________________
Replacement Signature: __________________________
Manager/HR Signature: __________________________
Date: __________________________
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3. Customer Service Officer
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Customer Service Officer Handover Template
Employee Name: __________________________
Position: Customer Service Officer
Department: Customer Support / Operations
Last Working Day / Leave Start Date: __________________________
Replacement / Backup Person: __________________________
1. Open Tickets & Cases
|
Ticket ID
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Customer Name
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Issue
|
Status
|
Next Action
|
|
Example: #1245
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Ali Ahmad
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Delivery delay
|
Escalated
|
Awaiting vendor feedback
|
☐ Ticketing system updated with notes
☐ Replacement briefed
2. Pending Customer Requests
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Refunds pending: __________________________
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Replacement orders pending: __________________________
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Service requests in queue: __________________________
☐ Refund/replacement tracker attached
☐ Replacement briefed
3. Escalation Contacts
|
Department
|
Contact Person
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Contact Details
|
Notes
|
|
Logistics/Vendor
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[Name]
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[Phone/Email]
|
For delivery issues
|
|
Finance
|
[Name]
|
[Phone/Email]
|
For refund processing
|
|
Technical Support
|
[Name]
|
[Phone/Email]
|
For system bugs
|
☐ Escalation list attached
☐ Replacement briefed
4. Customer Communication
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Pending follow-up calls: __________________________
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Draft email replies prepared for: __________________________
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Scheduled customer meetings/calls: __________________________
☐ Communication handover completed
☐ Replacement briefed
5. Knowledge Base & SOPs
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FAQ or knowledge base location: __________________________
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SOPs for ticket handling saved at: __________________________
-
Training guides/manuals shared with replacement.
☐ Documentation shared
☐ Replacement briefed
6. System & Access
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Ticketing system login: __________________________
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Chat/email support platform login: __________________________
-
CRM or customer database access: __________________________
☐ IT informed to update access rights
7. Key Customers with Open Issues
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Customer Name
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Issue
|
Status
|
Next Action
|
|
Example: Sarah Lim
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Refund
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Pending approval
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Process refund by 10 June
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8. Pending Items
-
Customer feedback report due: __________________________
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Weekly/monthly service metrics pending: __________________________
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Escalated complaints unresolved: __________________________
9. Final Sign-Off
☐ Handover meeting conducted on: __________________________
☐ Replacement confirmed receipt of customer lists and access
☐ Manager/HR signed off
Employee Signature: __________________________
Replacement Signature: __________________________
Manager/HR Signature: __________________________
Date: __________________________
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4. Project Manager
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Project Manager Handover Template
Employee Name: __________________________
Position: Project Manager
Department: __________________________
Last Working Day / Leave Start Date: __________________________
Replacement / Backup Person: __________________________
1. Project Overview
|
Project Name
|
Status
|
Deadline
|
Budget Status
|
Next Milestone
|
|
Example: ERP Implementation
|
70% complete
|
30 Sept
|
Within budget
|
UAT phase – July
|
☐ Project tracker updated
☐ Replacement briefed
2. Key Stakeholders
|
Category
|
Name/Organisation
|
Role
|
Contact Details
|
Notes
|
|
Client
|
[Name]
|
Project Sponsor
|
[Phone/Email]
|
Weekly calls
|
|
Vendor
|
[Name]
|
IT Vendor
|
[Phone/Email]
|
Pending invoice
|
|
Internal
|
[Name]
|
Department Head
|
[Phone/Email]
|
Approvals needed
|
☐ Stakeholder list attached
☐ Replacement briefed
3. Documentation & Reporting
-
Project plans, charters, and Gantt charts saved at: __________________________
-
Risk register and mitigation plan updated on: __________________________
-
Last progress report submitted on: __________________________
-
Next report due: __________________________
☐ Documentation shared
☐ Replacement briefed
4. Budget & Finance
-
Current budget utilisation: __________________________
-
Pending invoices: __________________________
-
Upcoming procurement needs: __________________________
-
Financial approvals outstanding: __________________________
☐ Budget sheet attached
☐ Replacement briefed
5. Resources & Team
-
Current project team members: __________________________
-
Roles and responsibilities: __________________________
-
Pending leave/availability issues: __________________________
-
Training or onboarding needed: __________________________
☐ Team roster shared
☐ Replacement briefed
6. Tools & Systems
-
Project management software (e.g., MS Project, Asana, Jira): __________________________
-
File storage/sharing platform: __________________________
-
Communication channels (Slack/Teams groups): __________________________
☐ IT informed to transfer admin access
7. Risks & Issues Log
|
Risk/Issue
|
Impact
|
Status
|
Owner
|
Next Step
|
|
Example: Vendor delay
|
High
|
Escalated
|
Procurement
|
Negotiate new SLA
|
☐ Risk log updated
☐ Replacement briefed
8. Pending Items
-
Approvals/sign-offs needed: __________________________
-
Escalations unresolved: __________________________
-
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
Employee Signature: __________________________
Replacement Signature: __________________________
Manager/HR Signature: __________________________
Date: __________________________
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5. Finance/Account Executive
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Finance/Accounts Executive Handover Template
Employee Name: __________________________
Position: Finance / Accounts Executive
Department: Finance / Accounts
Last Working Day / Leave Start Date: __________________________
Replacement / Backup Person: __________________________
1. Accounts Payable (AP)
-
Outstanding invoices: __________________________
-
Vendor payments scheduled: __________________________
-
Payment run dates: __________________________
|
Vendor
|
Invoice No.
|
Amount (RM)
|
Due Date
|
Status
|
|
Example: ABC Supplies
|
INV-123
|
12,500
|
15 June
|
Pending approval
|
☐ AP tracker attached
☐ Replacement briefed
2. Accounts Receivable (AR)
-
Outstanding customer invoices: __________________________
-
Collection reminders sent: __________________________
-
Disputed invoices/escalations: __________________________
|
Customer
|
Invoice No.
|
Amount (RM)
|
Due Date
|
Status
|
|
Example: XYZ Sdn Bhd
|
INV-567
|
25,000
|
20 June
|
Payment pending
|
☐ AR tracker attached
☐ Replacement briefed
3. Payroll & Employee Claims
-
Payroll processing date: __________________________
-
Pending employee reimbursements: __________________________
-
Allowances/OT not yet processed: __________________________
☐ Payroll reports shared
☐ Replacement briefed
4. Compliance & Statutory Contributions
-
EPF, SOCSO, EIS submissions done up to: __________________________
-
HRD levy submission status: __________________________
-
Tax filings (PCB, Form E, etc.) pending: __________________________
-
Audit queries outstanding: __________________________
☐ Compliance checklist attached
☐ Replacement briefed
5. Budget & Reporting
-
Monthly closing checklist status: __________________________
-
Last management report submitted on: __________________________
-
Pending journal entries/adjustments: __________________________
-
Budget variance notes (if any): __________________________
☐ Reporting files shared
☐ Replacement briefed
6. Key Contacts
|
Category
|
Name/Organisation
|
Contact Details
|
Notes
|
|
External Auditor
|
[Name]
|
[Phone/Email]
|
For YE audit
|
|
Bank Officer
|
[Name]
|
[Phone/Email]
|
For facilities
|
|
Tax Consultant
|
[Name]
|
[Phone/Email]
|
For PCB/Form E
|
|
Internal Approver (CFO/Manager)
|
[Name]
|
[Phone/Email]
|
|
☐ Contact list shared
7. Systems & Access
-
Accounting software (e.g., SQL, Xero, SAP): __________________________
-
Online banking access: __________________________
-
Shared drives/folders location: __________________________
☐ IT informed to update access
8. Pending Items
-
Approvals required (payments, reimbursements, journals): __________________________
-
Collections follow-up: __________________________
-
Audit documents outstanding: __________________________
9. Final Sign-Off
☐ Handover meeting conducted on: __________________________
☐ Replacement confirmed receipt of trackers, reports, and access
☐ Manager/HR signed off
Employee Signature: __________________________
Replacement Signature: __________________________
Manager/HR Signature: __________________________
Date: __________________________
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6. Marketing Manager
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Marketing Manager Handover Template
Employee Name: __________________________
Position: Marketing Manager
Department: Marketing
Last Working Day / Leave Start Date: __________________________
Replacement / Backup Person: __________________________
1. Marketing Strategy & Plans
-
Current marketing strategy document location: __________________________
-
Key campaigns running this quarter: __________________________
-
Upcoming launches/events: __________________________
|
Campaign
|
Channel
|
Status
|
Next Action
|
Deadline
|
|
Example: Raya Promo
|
Facebook Ads
|
Live
|
Monitor CPC
|
30 Apr
|
☐ Marketing calendar attached
☐ Replacement briefed
2. Digital & Social Media Management
-
Platforms managed: __________________________
-
Content calendar status: __________________________
-
Pending posts/approvals: __________________________
-
Agency/vendor access details: __________________________
☐ Social accounts access handed over
☐ Replacement briefed
3. Advertising & Media
-
Active ad campaigns (Google Ads, Facebook Ads, LinkedIn Ads): __________________________
-
Budget utilisation to date: __________________________
-
Upcoming ad spend commitments: __________________________
-
Media vendor contacts: __________________________
☐ Ad account reports attached
☐ Replacement briefed
4. Public Relations & Branding
-
Ongoing PR initiatives: __________________________
-
Pending press releases: __________________________
-
Media/press contacts: __________________________
-
Influencers/KOL partnerships: __________________________
☐ Media list attached
☐ Replacement briefed
5. Partnerships & Events
-
Current partnerships (sponsors, affiliates, joint campaigns): __________________________
-
Upcoming events: __________________________
-
Event vendors (venue, AV, booth contractors): __________________________
☐ Event timeline attached
☐ Replacement briefed
6. Reporting & Analytics
-
KPI dashboard location: __________________________
-
Current metrics (traffic, leads, conversions): __________________________
-
Reports pending (weekly/monthly/quarterly): __________________________
☐ Analytics access shared
☐ Replacement briefed
7. Budget & Approvals
-
Marketing budget utilisation (YTD): __________________________
-
Pending approvals for spend: __________________________
-
Upcoming expenses committed: __________________________
☐ Budget sheet attached
☐ Replacement briefed
8. Key Contacts
|
Category
|
Name/Organisation
|
Contact Details
|
Notes
|
|
Creative Agency
|
[Name]
|
[Phone/Email]
|
For design/branding
|
|
Media Vendor
|
[Name]
|
[Phone/Email]
|
Ad placements
|
|
PR Agency
|
[Name]
|
[Phone/Email]
|
Press & events
|
|
Influencer Partner
|
[Name]
|
[Phone/Email]
|
Social campaigns
|
☐ Contact list shared
9. Systems & Access
-
Ad Manager accounts (Google, Meta, LinkedIn): __________________________
-
Marketing automation tools (HubSpot, Mailchimp): __________________________
-
Content scheduling tools (Hootsuite, Buffer, Later): __________________________
-
Shared marketing folders: __________________________
☐ IT informed to update access
10. Pending Items
-
Campaigns awaiting launch: __________________________
-
Creative approvals pending: __________________________
-
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
Employee Signature: __________________________
Replacement Signature: __________________________
Manager/HR Signature: __________________________
Date: __________________________
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7. IT Support/Admin
|
IT Support/Admin Handover Template
Employee Name: __________________________
Position: IT Support/Admin
Department: IT/Operations
Last Working Day/Leave Start Date: __________________________
Replacement/Backup Person: __________________________
1. IT Systems & Infrastructure
-
List of active servers, networks, and storage: __________________________
-
System health status & last maintenance date: __________________________
-
Upcoming scheduled maintenance: __________________________
☐ Infrastructure documentation attached
☐ Replacement briefed
2. User Support & Helpdesk Tickets
-
Current ticketing system (e.g., Zendesk, Freshdesk, JIRA): __________________________
-
Number of open tickets: __________________________
-
Priority issues pending resolution: __________________________
|
Ticket ID
|
Issue
|
Priority
|
Status
|
Next Action
|
|
#2456
|
Email login issue
|
High
|
In progress
|
Escalated to vendor
|
☐ Ticket report shared
☐ Replacement briefed
3. Hardware & Asset Management
-
Asset inventory updated up to: __________________________
-
Pending hardware requests: __________________________
-
Devices pending repair/replacement: __________________________
☐ Asset register shared
☐ Replacement briefed
4. Software & Licensing
-
Active software licenses list: __________________________
-
Renewal dates for key software: __________________________
-
Vendor contacts for renewals: __________________________
☐ License tracker attached
☐ Replacement briefed
5. Access & Security
-
System admin accounts: __________________________
-
User account provisioning/deactivation pending: __________________________
-
VPN/firewall/security logs review status: __________________________
☐ Password vault/shared key updated
☐ IT Security informed
6. Vendor & External Support
|
Vendor
|
Service
|
Contact
|
Notes
|
|
ABC Solutions
|
Network support
|
[Phone/Email]
|
SLA until Dec 2025
|
|
XYZ Software
|
ERP support
|
[Phone/Email]
|
Renewal due Aug 2025
|
☐ Vendor list shared
7. Projects & Implementations
-
Ongoing IT projects (e.g., system upgrade, migration): __________________________
-
Project deadlines: __________________________
-
Dependencies on external vendors: __________________________
☐ Project timeline attached
☐ Replacement briefed
8. Pending Items
-
Critical issues unresolved: __________________________
-
User training pending: __________________________
-
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
Employee Signature: __________________________
Replacement Signature: __________________________
Manager/HR Signature: __________________________
Date: __________________________
|
FAQ
What happens if an employee refuses to do a handover?
Employers may withhold final salary or clearance until the handover process is complete, as per company policy.
How long should a handover process take?
It depends on role complexity, but typically 1-2 weeks for standard roles and longer for senior or project-heavy positions.
Is a handover legally required in Malaysia?
While not explicitly required by law, employers can enforce it through company policies and employment contracts.
Should HR keep a standard handover template for all roles?
Yes. Having a company-wide handover template ensures consistency and avoids missed details.
Can probationary employees be asked to prepare a handover?
Yes. Even probationers handle tasks and projects that should be transferred properly if they leave.
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