Passing work to someone else isn’t always easy. You might worry about giving the right details or if the other person will do the job well. Many of us struggle to write emails that get the point across without sounding bossy or too weak.
I’ve been there too. After sending hundreds of handover emails in my career, I’ve learned what works and what flops. That’s why I put together these email samples to help you pass on tasks clearly and nicely, whether it’s to a coworker, your boss, or someone you manage.
Sample Emails to Hand Over Work
Here are 20 email templates you can copy, adjust, and use right away. Each one fits a different situation you might face when you need to pass work to someone else.
Sample Emails to Hand Over Work
These sample emails will guide you through different ways to hand over work professionally and clearly.
1. Basic Project Handover Email
Subject: Project Handover – [Project Name]
Dear [Recipient Name],
As discussed in our meeting yesterday, I’ll be away from [Start Date] to [End Date]. During this time, I’m transferring responsibility for [Project Name] to you.
The project is currently at [current stage] with [brief status update]. All files are stored in [location] which you can access using [access details].
Key tasks that need attention during my absence:
– [Task 1] due on [date]
– [Task 2] due on [date]
– [Task 3] needs daily monitoring
[Client/Stakeholder Name] is the main contact for this project. They prefer communication via [email/phone] and typically respond within [timeframe].
If you have questions before I leave, please let me know. I’ll be checking emails until [date/time].
Thank you for covering this project.
Best regards,
[Your Name]
[Your Position]
[Contact Information]
2. Detailed Project Handover with Background Information
Subject: Complete Handover of [Project Name] – Background and Next Steps
Dear [Recipient Name],
As I prepare for [reason for handover: leave/new role/project reassignment], I’m transferring full responsibility of [Project Name] to you effective [date].
Project Background:
This project started [timeframe] ago with the goal of [project objective]. We’ve already completed [list of completed milestones] and have seen [brief results if applicable].
Current Status:
We’re currently in the [phase name] phase, focusing on [current focus]. The team has recently [recent achievement] and we’re working toward [upcoming milestone] with a deadline of [date].
Team Members:
– [Name 1] – [Role] – Handles [responsibilities]
– [Name 2] – [Role] – Manages [responsibilities]
– [Name 3] – [Role] – Responsible for [responsibilities]
Key Documents:
-
Project plan: [location/link]
-
Budget tracker: [location/link]
-
Latest status report: [location/link]
-
Client requirements document: [location/link]
Upcoming Deadlines:
– [Deliverable 1]: Due [date]
– [Deliverable 2]: Due [date]
– [Team meeting]: Scheduled for [date/time]
Known Challenges:
We’ve been working through [challenge] by [current solution approach]. [Stakeholder name] is aware of this and expects an update by [date].
I’ve scheduled a handover meeting for us on [date/time] to walk through any questions you might have. Let me know if you need anything before then.
Thanks for taking this on,
[Your Name]
[Your Contact Details]
3. Quick Temporary Handover Email
Subject: Covering [Task/Project] During My Time Off (5/6–5/10)
Hi [Name],
Can you please handle [specific task] while I’m out of office next week? This should take about [time estimate] of your time each day.
What needs to happen:
– Check [dashboard/email/system] each morning
– Respond to any [specific types of requests]
– Update the [document/tracker] with any actions taken
You can find all needed files in [location]. [Contact name] knows you’ll be covering and will reach out if they need anything urgent.
Thanks so much for helping out. I owe you coffee when I return!
[Your Name]
4. Handover for Medical Leave
Subject: Work Handover Plan – Medical Leave Starting [Date]
Dear [Manager’s Name],
As we discussed, my medical leave begins on [date]. I’ve prepared this handover to ensure smooth operations during my absence.
Current Projects Status:
1. [Project A] – [brief status]. All materials are in [location].
2. [Project B] – [brief status]. Needs [action] by [date].
3. [Project C] – [brief status]. [Team member] has background knowledge on this.
Daily Responsibilities:
– [Task 1] – Suggested person to handle: [Name]
– [Task 2] – Suggested person to handle: [Name]
– [Task 3] – Can be paused until my return
Client/Stakeholder Updates:
I’ve informed [list of key people] about my leave. [Name] has agreed to be the main contact for [client/stakeholder].
Access and Passwords:
I’ve shared necessary login details with [IT contact/manager name] for emergency access.
While I plan to be completely offline to focus on recovery, you can reach me at [emergency contact method] for truly urgent matters only.
Thank you for your understanding during this time.
Best regards,
[Your Name]
5. Maternity/Paternity Leave Handover
Subject: Comprehensive Handover Before Parental Leave
Dear Team,
As my parental leave approaches (starting [date]), I want to ensure everyone has what they need to keep projects moving forward during my absence.
Projects & Assignees:
1. [Project name] → [Team member taking over]
2. [Project name] → [Team member taking over]
3. [Project name] → On hold until my return
For each project, I’ve created detailed handover documents in our shared drive: [link to folder]
Regular Meetings:
– [Meeting name]: [New facilitator] will lead these
– [Meeting name]: These will pause until my return
– [Meeting name]: [New facilitator] has the agenda template
Key Contacts:
– For [client/area]: Contact [name]
– For [client/area]: Contact [name]
– For [client/area]: Contact [name]
Important Dates During My Leave:
– [Date]: [Deliverable/milestone due]
– [Date]: [Contract renewal/important deadline]
– [Date]: [Team event/important meeting]
[Manager name] will distribute my other responsibilities among the team and can answer any questions about workload management.
I’ll be checking email occasionally during the first [timeframe] but will then be fully offline until my return, planned for [date].
Thank you all for your support during this time.
Warm regards,
[Your Name]
6. Job Change/Departure Handover
Subject: Knowledge Transfer Plan – [Your Role] Position
Dear [Manager and/or Successor],
As I prepare to [leave the company/move to my new role] on [date], I’ve put together this handover document to ensure a smooth transition.
Role Responsibilities Overview:
– [Key responsibility area 1]
– [Key responsibility area 2]
– [Key responsibility area 3]
Active Projects:
1. [Project name]
– Status: [brief description]
– Next steps: [action items]
– Deadline: [date]
– Stakeholders: [names]
– Documentation: [link]
2. [Project name]
– Status: [brief description]
– Next steps: [action items]
– Deadline: [date]
– Stakeholders: [names]
– Documentation: [link]
Regular Tasks:
– [Daily task] – Process: [brief description or link]
– [Weekly task] – Process: [brief description or link]
– [Monthly task] – Process: [brief description or link]
Key Relationships:
– [Contact name], [Company/Department] – Relationship context: [brief explanation]
– [Contact name], [Company/Department] – Relationship context: [brief explanation]
Access Needs:
I’ve asked IT to transfer access for these systems:
– [System name]
– [System name]
– [System name]
Knowledge Base:
All procedures, templates, and guides are stored in [location].
I’m available for [number] hours of additional knowledge transfer sessions before my departure. Please let me know what areas you’d like to focus on during these sessions.
Best wishes,
[Your Name]
[Current contact info and future contact if appropriate]
7. Short-term Absence Handover
Subject: Quick Handover for Thursday–Friday (5/15–5/16)
Hi [Colleague Name],
Thanks for covering my work for the next two days while I attend the conference. Here’s what might need attention:
Urgent/Time-Sensitive:
– The [client] proposal needs final review by Friday noon. Draft is at [link] and needs your sign-off before sending to [client email].
– [Software] licenses expire Thursday – renewal confirmation should arrive but if not, contact [name] at [email].
Can Wait Until My Return:
– [Task/project name]
– Responses to [specific type of emails/requests]
If anything unexpected comes up, you can reach me on my cell: [phone number]. I’ll have limited email access but will check twice daily.
Thanks again – I’ll do the same for you next month during your vacation!
[Your Name]
8. Project Phase Handover to Another Team
Subject: Handover of [Project] from [Development] to [Implementation] Team
Dear [Team Lead/Manager Name],
We’re ready to hand over [Project Name] from the [Your Team] team to the [Recipient Team] team as of [date], as the [development/planning/design] phase is now complete.
Project Summary:
– Objective: [brief description]
– Timeline to date: [started on date, key milestones achieved]
– Current status: [brief description]
Deliverables Completed:
1. [Deliverable] – [brief description/link] – Approved by [name] on [date]
2. [Deliverable] – [brief description/link] – Approved by [name] on [date]
3. [Deliverable] – [brief description/link] – Approved by [name] on [date]
Next Steps for Your Team:
1. [Action item] by [date]
2. [Action item] by [date]
3. [Action item] by [date]
Known Issues/Risks:
– [Issue/risk] – Current plan to address: [explanation]
– [Issue/risk] – Current plan to address: [explanation]
All project files have been moved to the shared repository at [link]. Our team has updated the project status in [project management tool] to reflect this handover.
We’ve scheduled a transition meeting for [date/time] where our teams can discuss any questions. Please let me know if you need anything else before then.
[Your Team] will remain available for consultation during the next [timeframe] as you take ownership of the project.
Best regards,
[Your Name]
[Your Team] Lead
9. Client Account Handover
Subject: [Client Name] Account Handover – New Account Manager Introduction
Dear [Client Name],
I hope this email finds you well. I’m writing to let you know about an upcoming change in your account management at [Company Name].
Starting [date], [New Account Manager Name] will be taking over as your dedicated account manager as I [reason: am moving to a different department/am leaving the company/will be focusing on a different market segment].
[New Account Manager] brings [brief experience highlight] to the role and is excited to work with you on [current projects/goals]. I’ve spent the past [timeframe] bringing [him/her/them] up to speed on your business needs, preferences, and our ongoing work together.
To ensure a smooth transition, I’d like to suggest a brief call with the three of us on [proposed date/time]. This will give you a chance to meet [New Account Manager] and discuss any questions you might have. Please let me know if this time works for you, or suggest an alternative.
It has been a pleasure working with you and the [Client Company] team over the past [duration of relationship]. I’m confident that [New Account Manager] will provide the same level of service you’ve come to expect from us.
[New Account Manager] can be reached at [email] and [phone number] after [transition date].
Thank you for your understanding during this transition.
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
10. Handover for Urgent Personal Emergency
Subject: Emergency Absence – Critical Tasks Handover
Dear [Manager’s Name],
Due to a sudden personal emergency, I need to be away from work effective immediately. I expect to be unavailable until [estimated return date, if known].
These items need immediate attention:
1. [Critical task] – Due [date] – Status: [brief status]
2. [Critical task] – Due [date] – Status: [brief status]
Suggested team members to handle these tasks:
– [Task] → [Colleague name] (has background knowledge)
– [Task] → [Colleague name] (has worked on similar projects)
All my current files are up to date and can be found at [location/link].
The password for my project files is with [IT contact/manager] if needed.
I apologize for the sudden notice and any inconvenience this causes. I’ll provide updates on my return date as soon as I’m able.
Thank you for your understanding during this difficult time.
[Your Name]
[Personal contact method – if appropriate]
11. Client Project Handover to Colleague
Subject: [Client] Project Handover to [New Owner Name]
Hi [Colleague Name],
As discussed in our team meeting, I’m transferring the [Client Name] project to you starting [date].
Client Background:
– Working with us since: [date]
– Main contact: [name], [position] – Prefers [communication style/method]
– Project goal: [brief description]
– Budget: [amount]/[timeframe]
Current Project Status:
– [Percentage/description] complete
– Last deliverable: [description] on [date]
– Next deliverable: [description] due [date]
– Client satisfaction: [brief assessment]
Important Details:
– Client usually requests [specific type of changes/updates]
– They have [specific preference/requirement] for [aspect of work]
– Billing cycle: [details]
– Meeting cadence: [frequency], usually on [day] at [time]
Helpful Resources:
– Project folder: [link]
– Latest client presentation: [link]
– Contract details: [link]
– Previous work examples they liked: [link]
I’ve already informed [client name] about this transition. They’re expecting your introduction email. I’ve drafted a template you can use for this: [link].
Let’s schedule 30 minutes this week for me to walk you through any questions. How does [proposed time] work for you?
Thanks,
[Your Name]
12. Vacation Handover with Multiple Contacts
Subject: Work Coverage During My Vacation (5/20–6/3)
Dear Team,
As a reminder, I’ll be on vacation and completely offline from [start date] through [end date]. Here’s who to contact for different matters during my absence:
For [specific project/area]:
→ Contact: [Name]
→ Email: [email address]
→ They have all necessary files and background information
For [specific project/area]:
→ Contact: [Name]
→ Email: [email address]
→ Please refer to the shared document at [link] for context
For [specific project/area]:
→ Contact: [Name]
→ Email: [email address]
→ Weekly meetings will continue as scheduled with [name] facilitating
For urgent matters that don’t fit these categories, please contact [manager/team lead name] who can direct your query appropriately.
All my current projects are updated in our [project management system] with latest status and next steps clearly marked.
I look forward to catching up when I return on [date].
Thanks,
[Your Name]
13. Team Restructuring Handover
Subject: Task Redistribution Following Team Restructure
Dear Team,
Following our recent team restructuring, I’m writing to confirm the handover of responsibilities previously handled by the [former team/role].
Effective [date], please refer to this new structure for the following areas:
Customer Support Queries:
– Now handled by: [new owner/team]
– Handover status: [complete/in progress]
– Process changes: [brief description if any]
Website Maintenance:
– Now handled by: [new owner/team]
– Handover status: [complete/in progress]
– Process changes: [brief description if any]
Reporting & Analytics:
– Now handled by: [new owner/team]
– Handover status: [complete/in progress]
– Process changes: [brief description if any]
All team members have been granted appropriate access rights to relevant systems. Training sessions have been scheduled for [dates] to address any knowledge gaps.
During this transition period ([timeframe]), the previous team remains available for questions and support. Please direct any handover-related questions to [contact person].
We appreciate your patience as we implement these changes. A follow-up meeting is scheduled for [date] to address any issues that arise during the transition.
Thank you,
[Your Name]
[Position]
14. Technical Project Handover
Subject: Technical Handover – [Project/System Name]
Dear [Recipient Name],
I’m transferring ownership of [project/system] to you as of [date]. Here’s everything you need to know to take over:
System Overview:
– Purpose: [brief description]
– Users: [number/type of users]
– Critical business functions: [list functions]
Technical Architecture:
– Environment: [production/development/test details]
– Server locations: [details]
– Database: [type, location, size]
– Connected systems: [list and brief description]
Access & Credentials:
– Admin access: [details on how to obtain]
– Service accounts: [list and purpose]
– Repository access: [location and access method]
– Monitoring tools: [list and access details]
Regular Maintenance:
– Daily checks: [list]
– Weekly tasks: [list]
– Monthly updates: [list]
– Quarterly processes: [list]
Known Issues:
– [Issue description]: Workaround is [description]
– [Issue description]: Currently investigating – see ticket [reference]
Documentation:
– System design: [link]
– User guides: [link]
– Troubleshooting guide: [link]
– Change history: [link]
Support Escalation Path:
1. [Name/team] – For [specific issues]
2. [Name/team] – For [specific issues]
3. [Name/team] – For emergencies only
I’ve scheduled [number] knowledge transfer sessions with you over the next [timeframe]. The first one is on [date/time] where we’ll cover [specific topics].
Regards,
[Your Name]
[Contact information]
15. Remote Work Handover
Subject: Handover During Reduced Connectivity Period
Hi [Manager/Team],
As discussed, I’ll be working remotely from [location] from [start date] to [end date]. During this time, I’ll have limited internet connectivity during [specific hours] due to [reason].
Work Continuity Plan:
– I’ll be fully available via [communication tools] from [time] to [time] [timezone]
– During off-hours, [colleague name] has agreed to handle urgent matters
– All my deadlines for this period have been moved forward or delegated (details below)
Delegated Tasks:
– [Task description] → [Colleague name]
– [Task description] → [Colleague name]
Projects On Hold:
– [Project name] – Can resume upon my return with no impact
Projects Continuing:
– [Project name] – Adjusted timeline shared with stakeholders
– [Project name] – Will work on during my available hours
I’ve updated all relevant project trackers with this information and briefed involved team members.
Emergency contact: [phone number] – Please use only for true emergencies due to high roaming charges.
Thanks for your support with this arrangement,
[Your Name]
16. New Team Member Onboarding Handover
Subject: [Project Name] Handover to [New Team Member]
Welcome [New Team Member],
I’m excited to have you join the team! This email contains key information about [project/responsibility area] that you’ll be taking over.
Quick Project Overview:
– Started: [date]
– Purpose: [brief description]
– Current phase: [description]
– Your role will focus on: [specific aspects]
Team Members:
– [Name] – [Role] – Great person to ask about [topic]
– [Name] – [Role] – Great person to ask about [topic]
– [Name] – [Role] – Great person to ask about [topic]
Key Resources:
– Project brief: [link]
– Latest status report: [link]
– Team workspace: [link]
– Meeting notes: [link]
Immediate Tasks:
1. Review [specific document]
2. Set up access to [systems/tools]
3. Join the upcoming team meeting on [date]
Regular Meetings:
– [Meeting name]: [Day] at [time]
– [Meeting name]: [Day] at [time]
I’ve set aside time on [date/time] for us to walk through any questions you have after reviewing these materials. Feel free to ask questions before then too!
Looking forward to working with you,
[Your Name]
[Contact details]
17. Cross-Department Project Handover
Subject: Interdepartmental Handover – [Project Name]
Dear [Recipient Name/Team],
As agreed in our meeting on [date], the [Your Department] team is handing over [project/process name] to the [Recipient Department] team effective [date].
Project Background:
This initiative began as [brief history] with the goal of [objective]. To date, we’ve achieved [key accomplishments] and learned [key insights].
Handover Package:
1. Full project documentation: [link]
2. Stakeholder map and communication history: [link]
3. Current metrics and KPIs: [link]
4. Outstanding issues log: [link]
Current Stakeholders:
– Executive sponsor: [Name]
– Client/Business owner: [Name]
– Technical contacts: [Names]
– Regular meeting attendees: [Names]
Critical Dates:
– Next deliverable due: [date]
– Stakeholder review: [date]
– Final milestone: [date]
Transition Support:
– [Your Name] will attend the first [number] meetings with stakeholders
– [Team Member] will be available for technical questions until [date]
– We’ve prepared a FAQ document based on common questions: [link]
Budget Transfer:
The remaining project budget of [amount] will be transferred to your cost center [number] on [date]. Please contact [finance contact] to confirm receipt.
We’re confident that your team’s expertise in [area] will bring valuable new perspectives to this project. Please let us know if you need any additional information to ensure a smooth transition.
Best regards,
[Your Name]
[Your Department]
18. End-of-Role Knowledge Transfer Email
Subject: Comprehensive Knowledge Transfer – [Your Role/Position]
Dear [Successor and/or Manager],
As I prepare to [leave the company/transition to my new role] on [date], I’ve put together this comprehensive knowledge transfer document covering all aspects of the [your position] role.
Role Purpose:
This position exists to [brief description of main purpose/value to the organization]. Success in this role means [key performance indicators/outcomes].
Key Responsibilities:
1. [Responsibility area] – Approximately [X%] of the role
2. [Responsibility area] – Approximately [X%] of the role
3. [Responsibility area] – Approximately [X%] of the role
Annual Cycle:
– [Month]: [Key activities that happen during this time]
– [Month]: [Key activities that happen during this time]
– [Quarter]: [Key activities that happen during this time]
Critical Relationships:
Internal:
– [Department/Team name]: Collaborate on [description]. Contact: [name]
– [Department/Team name]: Provide [description]. Contact: [name]
External:
– [Vendor/Partner/Client]: Relationship involves [description]. Contact: [name]
– [Vendor/Partner/Client]: Relationship involves [description]. Contact: [name]
Systems & Tools:
– [System name]: Used for [purpose]. Access request process: [description]
– [System name]: Used for [purpose]. Access request process: [description]
Special Projects:
– [Project name]: Status [description]. Next steps: [description]
Recurring Tasks:
Daily:
– [Task description and process]
Weekly:
– [Task description and process]
Monthly:
– [Task description and process]
Quarterly/Annually:
– [Task description and process]
Tips for Success:
– [Practical advice based on experience]
– [Practical advice based on experience]
– [Practical advice based on experience]
All templates, guides, and additional documentation are stored at [location].
I’ve also created a “First 30 days” suggested plan at [link] that might help you prioritize as you settle into the role.
I remain available for questions at [personal email/phone] until [date] if anything needs clarification.
Best wishes for your success in this role,
[Your Name]
19. Process Change Handover
Subject: New Process Implementation – Handover from Project to Operations Team
Dear [Operations Team],
Following the successful pilot of the new [process name], we’re ready to transition this from a project initiative to business-as-usual operations effective [date].
Process Summary:
– Purpose: [brief description]
– Benefits realized during pilot: [metrics/improvements]
– Systems involved: [list]
Handover Components:
1. Process documentation: [link]
2. Training materials: [link]
3. New templates: [link]
4. FAQ document: [link]
Operational Requirements:
– Required headcount: [number/roles]
– System access needs: [details]
– Ongoing costs: [details]
– Performance metrics to track: [list]
Known Limitations:
– [Limitation] – Current workaround: [description]
– [Limitation] – Planned fix in [timeframe]
Implementation Timeline:
– [Date]: Your team to review all documentation
– [Date]: Joint walkthrough session
– [Date]: Your team begins shadowing current process operators
– [Date]: Handover of day-to-day operations
– [Date–Date]: Project team provides backup support
– [Date]: Final handover complete
Governance:
– Process owner: [name/role] (your team)
– Technical support: [name/team]
– Escalation path: [details]
The project team will remain available until [date] to answer questions and provide support as needed. We’ve scheduled a series of checkpoints during the transition period: [dates/times].
Thank you for your collaboration on this transition.
Best regards,
[Your Name]
[Project Role]
20. Temporary Role Coverage During Recruitment
Subject: Interim Coverage Plan – [Position] Role
Dear Team,
As we recruit for the permanent [position name] role, we need to maintain business continuity for the next [estimated timeframe]. This email outlines how we’ll cover these responsibilities temporarily.
Key Responsibilities Distribution:
1. [Responsibility area] → [Temporary owner name]
2. [Responsibility area] → [Temporary owner name]
3. [Responsibility area] → [Temporary owner name]
4. [Responsibility area] → On hold until new hire starts
For each temporary owner, I’ve created handover documents with detailed instructions at [link].
Changes to Regular Processes:
– [Meeting/process] will be [paused/reduced/modified] during this period
– [Task] frequency changed from [original] to [new frequency]
– New approval flow for [process]: [description]
Support Resources:
– [Name] from [team/department] will provide extra support for [specific area]
– We’ve arranged for [external resource/consultant] to assist with [specific area]
Recruitment Update:
– Current status: [stage in process]
– Target hire date: [date]
– Onboarding plan: [brief description]
Everyone taking on additional responsibilities will have their regular workload adjusted accordingly. Please speak with your manager about reprioritization of your usual tasks.
Let’s review this arrangement in [timeframe] to ensure it’s working for everyone involved. Please share any concerns or suggestions for improvement.
Thank you all for your flexibility during this transition period.
Best regards,
[Your Name]
[Position]
Wrap-up: Creating Effective Handover Emails
The right handover email keeps work moving forward without problems. Each of these samples shows clear ways to pass along work for different reasons and needs.
A good handover email always includes:
- What the work is about
- Where things stand now
- What needs to happen next
- Who’s involved
- Where to find files and information
Add contact details for questions, and you’ve set up your team or client for success.
Remember to match your email style to your relationship with the reader and the seriousness of the work being handed over. The most helpful handovers focus on what the other person needs to know to take over smoothly. Keep the main points clear and use bullet points or numbered lists for easy reading.
With these sample emails as guides, you can create handovers that help everyone stay on track during transitions big and small.