Handover Checklist Templates

If ever you are leaving your current company to find a new job somewhere, or taking a long leave of absence form, or you’re promoted to a higher position, you have a responsibility to do before you go; you need to give a handover note and do the whole handover process to your successor or your colleagues who will be taking over your job responsibilities. This process is important to make sure that the responsibilities you’ll be leaving won’t remain dormant and continue the tasks efficiently. Before doing the handover process though, you need to create a sample checklist to help organize your handover note and to avoid forgetting important details to put in your handover note. Read the article to know how to make a handover checklist.

Handover Checklist

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Resignation Handover Checklist

Project Name: Redesign Website Launch
Project Manager: Emily Carter
Start Date: January 15, 2024
Expected Completion Date: June 30, 2024
Handover Date: June 15, 2024

Introduction and Overview

• Introduction of the project to the new project manager, Alex Reed.
• Overview of project objectives and scope discussed.

Key Responsibilities and Daily Tasks

• Detailed list of project manager responsibilities provided.
• Daily task schedule and critical checkpoints reviewed.

Status of Ongoing Projects

• Update on current status of the website redesign provided.
• Documentation of next steps and expected deliverables outlined.

Pending Tasks and Immediate Priorities

• List of incomplete tasks detailed, prioritizing the final testing phase.
• Immediate priorities, including user feedback compilation, highlighted.

Important Contacts

• Contact information for the design team, IT support, and key stakeholders compiled.
• Schedule of regular meetings with the client and team leads shared.

Access to Documents and Files

• Directions for accessing project documents on the company server given.
• Login credentials for the project management software and design tools provided.

Issues, Challenges, and Recommendations

• Ongoing challenges with website responsiveness on mobile devices noted.
• Recommendations for addressing pending issues, including potential vendor support, shared.

Additional Information

• Any special instructions for the project’s final phase communicated.
• Tips for managing team dynamics and maintaining project momentum offered.

Handover Formalities

• Sign-off on the handover document by both outgoing and incoming project managers.
• Introduction meeting between the incoming project manager and the project team arranged.

Review and Acknowledgment

• Final review of the project handover checklist completed.
• Acknowledgment of the handover process by the incoming project manager, Alex Reed, and the project sponsor documented.

Project Handover Checklist

Project Information

• Project Name: GreenTech Solutions Implementation
• Project Manager: Jane Doe
• Start Date: January 5, 2024
• End Date: June 30, 2024
• Handover Date: July 1, 2024

Key Deliverables

• Finalized project report
• User manuals and training materials
• Access to project management software
• Completed software code and documentation
• Warranty and support agreements

Financials

• Final budget report
• Invoices and receipts
• Audit trail of project expenses
• Outstanding payments list

Legal and Compliance

• Contracts and agreements
• Intellectual property rights documentation
• Compliance audit reports
• Licenses and permits

Assets and Inventory

• List of purchased hardware and software
• Asset registration and tagging records
• Inventory of leftover materials
• Equipment warranties and service agreements

Stakeholder Information

• List of project team members
• Contact information for key stakeholders
• Roles and responsibilities document
• Client and vendor contact list

Training and Support

• Training session records
• Support team contact information
• Feedback and evaluation summaries
• Transition plan for ongoing support

Documentation and Records

• Project plan and schedule
• Meeting minutes and decision log
• Change management documentation
• Test plans and results

Closing Actions

• Project closure report
• Lessons learned and recommendations
• Client sign-off on deliverables
• Team recognition and rewards

HR Handover Checklist

Employee Information

• Name: [Sample: John Doe]
• Position: [Sample: Marketing Manager]
• Date of Joining: [Sample: 2023-01-15]
• Date of Exit: [Sample: 2024-03-31]

Handover Details

• Replacement’s Name: [Sample: Jane Smith]
• Handover Date: [Sample: 2024-03-20]
• Documents Transferred:
  • Employment contract
  • Performance reviews
  • Training records

  Access and Credentials

  • Email Accounts: Transfer and deactivate
  • Software Access: Revoke or reassign
  • Physical Assets: List items (e.g., laptop, keys) and return status

  Ongoing Projects

  • Project Name: [Sample: Product Launch 2024]
  • Status: In progress
  • Key Contacts: [Sample: Tom Brown, Project Coordinator]

  Financial Information

  • Pending Reimbursements: List and status
  • Final Payroll Date: [Sample: 2024-04-15]

  Exit Interview

  • Date Conducted: [Sample: 2024-03-25]
  • Key Feedback Points: Summary of discussion

  Legal and Compliance

  • Confidentiality Agreement: Confirmation of understanding
  • Non-Compete Clause: Status and reminder

  These checkboxes can be used to track completion of each item in the HR handover process, ensuring a comprehensive and orderly transition.

  

  Office Handover Checklist

  To ensure a thorough and organized office handover, use the following checklist with checkboxes for each item:

  General Information

  • Handover Date: [Insert Date]
  • Outgoing Party: [Insert Name/Company]
  • Incoming Party: [Insert Name/Company]
  • Location: [Insert Office Address]

  Key Documents

  • Lease Agreement
  • Recent Utility Bills
  • Property Insurance Documents
  • Maintenance Records

  Keys and Access

  • Front Door Keys
  • Office Keys
  • Access Cards
  • Security Alarm Codes

  Office Equipment and Furniture

  • Desks and Chairs
  • Computers and Monitors
  • Printers and Scanners
  • Telephones and Fax Machines

  IT and Communication

  • Network Devices (Routers, Switches)
  • Wi-Fi Access Credentials
  • Email Account Details
  • Server Access Information

  Utilities

  • Electricity Meter Reading
  • Water Meter Reading
  • HVAC System Status
  • Lighting Fixtures

  Maintenance and Services

  • Cleaning Service Contracts
  • Equipment Service Agreements
  • Emergency Contact List

  Financials

  • Outstanding Invoices
  • Deposit Information
  • Final Billing Statements

  Condition of Premises

  • Inventory List
  • Damage Report
  • Cleaning Status

  Sign-off

  • Outgoing Party Signature
  • Incoming Party Signature
  • Witness Signature (if applicable)

  

  Browse More Templates On Handover Checklist

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  Handover Process Checklist Template

  

  File Format

  Clinical Handover Checklist Template

  

  File Format

  What is project handover checklist?

  A project handover checklist is a systematic and detailed document that serves as a guide for the seamless transition of a project from one team or phase to another. It plays a crucial role in ensuring that the knowledge, responsibilities, and deliverables associated with a project are effectively transferred to the receiving party. This comprehensive checklist encompasses various aspects of the handover process, promoting clarity, accountability, and continuity. Here’s an in-depth exploration of a project work handover checklist:

  1. Documentation Review:
     • Objective: Ensure that all project process documentation is complete, accurate, and up-to-date.
     • Tasks:
       • Review project plans, schedules, and timelines.
       • Verify the completeness of technical documentation, including code repositories and databases.
       • Confirm the accuracy of financial records and budget reports.
  2. Stakeholder Communication:
     • Objective: Facilitate effective communication with all relevant stakeholders during the handover process.
     • Tasks:
       • Notify stakeholders of the upcoming handover and provide relevant details.
       • Conduct meetings or workshops to address any concerns or questions.
       • Establish communication channels for ongoing support and updates.
  3. System Testing:
     • Objective: Validate the functionality and performance of the project’s systems or deliverables.
     • Tasks:
       • Conduct thorough testing of software applications, ensuring they meet quality standards.
       • Perform system integration testing to identify and resolve any compatibility issues.
       • Validate hardware components and infrastructure for optimal performance.
  4. Outstanding Deliverables:
     • Objective: Identify and address any outstanding tasks or deliverables.
     • Tasks:
       • Compile a sample list of pending deliverables and associated deadlines.
       • Work collaboratively to complete outstanding tasks before the handover.
       • Confirm that all contractual obligations are met.
  5. Knowledge Transfer:
     • Objective: Transfer essential knowledge and expertise from the current team to the receiving team.
     • Tasks:
       • Conduct knowledge-sharing sessions, including training workshops and documentation reviews.
       • Document key processes, workflows, and troubleshooting procedures.
       • Assign mentors or liaisons to provide ongoing support.
  6. Risk Assessment:
     • Objective: Identify and mitigate potential risks associated with the handover.
     • Tasks:
       • Assess the impact of the handover on project timelines and deliverables.
       • Develop contingency plans for potential challenges or disruptions.
       • Collaborate with relevant teams to address and resolve any identified risks.
  7. Asset Transfer:
     • Objective: Ensure the smooth transfer of physical and digital assets related to the project.
     • Tasks:
       • Inventory and transfer hardware, software licenses, and other physical assets.
       • Update access controls and permissions for digital assets.
       • Provide documentation for asset ownership and maintenance.
  8. Closure and Evaluation:
     • Objective: Officially close the current phase or iteration of the project and assess its overall success.
     • Tasks:
       • Conduct a project review to evaluate achievements, challenges, and lessons learned.
       • Document best practices and areas for improvement.
       • Celebrate milestones and acknowledge the contributions of the project team.

  In essence, a project handover checklist serves as a comprehensive roadmap for orchestrating a smooth and effective transition. By systematically addressing each element, organizations can ensure that projects evolve seamlessly, minimizing disruptions and maximizing the potential for continued success.