Moving to a different role requires careful planning and clear communication. A well-written handover email ensures smooth transitions during staff changes. Written properly, these emails help your replacement step into your role efficiently while maintaining project progress.
Your coworkers benefit from detailed instructions and essential information they need for daily tasks. Here are 20 samples that show you how to write the perfect handover email through different scenarios and situations.
Work Handover Email Samples
These email templates will guide you through any handover situation professionally and thoroughly.
1. Basic Project Handover
Subject: Project Handover – Marketing Campaign Q4
Dear Thomas,
As discussed in our meeting yesterday, starting next week you’ll be taking over the Q4 marketing campaign while Sarah handles my other projects during my extended leave.
Here’s a quick breakdown of where we stand:
- Current status: Design phase completed, waiting for client approval
- Next steps: Schedule photoshoot once designs are approved
- Key contact: Michelle Peters (Creative Director) – michelle.p@agency.com
- Budget remaining: $12,500
- Timeline: Final delivery due December 15
All project files are stored in the shared Marketing Drive under “Q4Campaign2024”. You’ll find the brief, timeline, and all client communications there.
Please let me know if you need any clarification before Friday.
Best regards,
David
2. Temporary Leave Coverage
Subject: Temporary Coverage Plan – Client Management Team
Hi Rachel,
Thanks for covering my accounts while taking medical leave next month. My doctor expects this to be a 3-week recovery period.
Your main priorities will be:
- Weekly check-ins with ABC Corp (Tuesdays at 10 AM)
- Monthly report preparation for XYZ Inc (due 15th)
- New proposal draft for Johnson & Co (deadline: August 30)
Check the shared calendar for all scheduled meetings. You have editing rights now.
The client contact list and current projects tracker are in our team’s shared folder.
Looking forward to catching up when back at work.
Thanks again,
Michael
3. Permanent Role Transfer
Subject: Role Transfer Details – Senior Account Manager Position
Dear Lisa,
Congratulations again on your promotion to Senior Account Manager. As discussed, here’s everything you need to take over my current position starting next month.
Main responsibilities:
- Managing our top 5 client relationships
- Leading the quarterly business reviews
- Overseeing the junior account team
- Budget planning and tracking
You’ll find detailed procedures for each task in the handbook I’ve prepared (attached). The team has been briefed about the change.
Happy to schedule additional training sessions this week if needed.
Kind regards,
Amanda
4. Department Handover
Subject: Finance Department Handover Plan
Dear James,
Following your appointment as the new Finance Director, here’s a comprehensive overview of the department’s current state and ongoing projects.
Key areas requiring immediate attention:
- Year-end audit preparation (deadline: October 31)
- Budget reviews for all departments
- New accounting software implementation
- Staff performance evaluations
The management reports and department KPIs are updated daily on the finance dashboard.
Available for questions through next week to ensure a smooth transition.
Best wishes,
Robert
5. Project Team Reassignment
Subject: Team Reassignment – Software Development Project
Hello Dev Team,
Starting Monday, Karen will lead the mobile app development project. She brings 8 years of similar project experience and has been briefed on our current progress.
Project status:
- Backend development: 75% complete
- Frontend design: Ready for testing
- User authentication: Needs review
- Database migration: Pending
All documentation lives in the project wiki. Team meetings will continue at the same time.
Thanks for your cooperation,
Alex
6. Client Account Transfer
Subject: Account Transfer Notice – Premium Clients
Dear Maria,
Thank you for taking over our premium client portfolio. These accounts need special attention and regular communication.
Critical points:
- Monthly strategy meetings with each client
- Quarterly performance reviews
- Custom reporting requirements
- Premium support response times (2-hour max)
The client profiles and communication history are in the CRM system. Added you to all relevant email chains.
Thanks for your help,
Jennifer
7. Emergency Coverage
Subject: Urgent Coverage Required – Sales Department
Dear Mark,
Due to a family emergency, need you to cover these urgent tasks starting tomorrow:
Priority items:
- Sales forecast presentation (Thursday, 2 PM)
- Contract renewal calls with Blue Star Corp
- New client proposals review
- Team commission calculations
Everything’s organized in the sales drive. Left detailed notes on each item.
Will update you on return date soon.
Thanks for stepping in,
Chris
8. Maternity Leave Handover
Subject: Maternity Leave Coverage Plan
Hi Sandra,
Thanks for managing my responsibilities during maternity leave. Planning to be away for 4 months starting August 15.
Regular tasks:
- Daily team huddles (9 AM)
- Client report generation (5th of each month)
- Resource allocation meetings
- Budget tracking
Created video tutorials for complex procedures. They’re saved in the training folder.
Appreciate your support,
Emily
9. International Office Transfer
Subject: Office Transfer Handover – Asian Markets
Dear Peter,
As my move to the Singapore office approaches, here’s what you need to know about managing our Asian market operations.
Focus areas:
- Vendor relationships in 5 countries
- Local compliance requirements
- Market expansion plans
- Regional budget allocation
Added you to all regional mailing lists and chat groups. Introducing you to key stakeholders next week.
Regards,
William
10. Systems Administrator Handover
Subject: Systems Admin Role Transfer
Dear Kevin,
Welcome to the systems administrator position. Here’s what you need to maintain our IT infrastructure.
Critical systems:
- Network monitoring tools
- Backup systems
- Security protocols
- User access management
Emergency procedures and contact lists are in the IT handbook. Passwords stored in the secure vault.
Best of luck,
Daniel
11. Research Project Transfer
Subject: Research Project Handover – Green Energy Study
Dear Dr. Phillips,
Following our lab meeting, here are the details for taking over the green energy research project.
Current phase:
- Data collection: 60% complete
- Initial analysis started
- Two pending grant applications
- Team of 3 research assistants
Research materials and data sets are on the secure server. Shared access to lab equipment booking system.
Regards,
Dr. Thompson
12. Retail Store Management
Subject: Store Manager Handover – Downtown Location
Hi Jessica,
Congratulations on your promotion to Store Manager. Here’s what you need to run the downtown store effectively.
Daily operations:
- Staff scheduling
- Inventory management
- Sales reporting
- Customer service oversight
Store operation manual updated last week. Staff profiles and performance records in the HR system.
Good luck in your new role,
Sarah
13. Construction Project Handover
Subject: Construction Site Handover – Plaza Project
Dear Rick,
You’re now the lead project manager for the Plaza construction site. Here’s the current status.
Project elements:
- Foundation work completed
- Structural phase starting
- Permit renewals needed
- Supplier contracts pending
Site plans and contractor details in the project management system. Safety protocols document updated.
Regards,
Tom
14. Marketing Campaign Transfer
Subject: Marketing Campaign Handover – Holiday Season
Dear Amy,
You’re now leading our holiday season marketing campaign. Here’s where we stand.
Campaign components:
- Social media calendar drafted
- Email sequences ready
- Visual assets in production
- Budget: $50,000 remaining
Marketing materials and brand guidelines in the creative folder. Analytics access granted.
Best regards,
Michelle
15. Customer Service Team Lead
Subject: Customer Service Team Leadership Transfer
Dear Brian,
As the new Customer Service Team Lead, here’s what you need to know.
Team oversight:
- 20 representatives
- 24/7 coverage schedule
- Quality monitoring system
- Performance metrics tracking
Team profiles and training materials in the department drive. Added you to management channels.
Welcome aboard,
Patricia
16. Financial Portfolio Handover
Subject: Client Portfolio Transfer – Investment Accounts
Dear Margaret,
You’re now managing these investment accounts. Here’s a summary of the portfolio.
Key aspects:
- 15 high-net-worth clients
- Quarterly review meetings
- Risk assessment updates
- Performance reporting
Client profiles and investment strategies documented in our secure system. Meeting schedule shared.
Best wishes,
George
17. Restaurant Management Transfer
Subject: Restaurant Operations Handover
Dear Carlos,
Here’s everything needed to manage daily restaurant operations starting next week.
Key responsibilities:
- Staff scheduling (30 employees)
- Inventory ordering
- Quality control
- Financial reporting
Operations manual on the office computer. Vendor contact list in the management folder.
Good luck,
Anthony
18. Legal Case Transfer
Subject: Case Files Transfer – Corporate Clients
Dear Catherine,
These case files need your attention while taking over the corporate client portfolio.
Active cases:
- 3 contract disputes
- 2 merger reviews
- 1 compliance audit
- Various consulting matters
Case management system updated with latest developments. Court dates in the shared calendar.
Regards,
Benjamin
19. HR Department Transfer
Subject: HR Department Handover Plan
Dear Victoria,
Welcome to your role as HR Director. Here’s an overview of current department activities.
Ongoing matters:
- Recruitment drives
- Policy updates
- Training programs
- Employee relations
Personnel files in the secure system. Department goals and metrics documented.
Best regards,
Nathan
20. Software Development Lead
Subject: Development Team Leadership Transfer
Dear Alan,
As the new Development Team Lead, here’s your overview of current projects and responsibilities.
Key areas:
- 3 active projects
- Team of 12 developers
- Sprint planning
- Code review process
Project documentation in Git repositories. Team evaluation reports in HR system.
Welcome to the role,
Jason
Final Thoughts: Writing Effective Handover Messages
A clear handover email builds confidence during staff changes. These samples offer solid starting points – just add specific details about your situation. Keep the tone professional yet friendly, and include all necessary information your successor needs to perform well.