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How to Write a Job Handover Document

A good handover document lets your successor pick up your work without missing a beat -- here is how to put one together.

  1. List out everything you handle

    List every task you are responsible for, noting how often each one recurs (daily, weekly, monthly) and any recurring deadlines.

  2. Record the status of ongoing projects

    For each active project, write down where things currently stand, what needs to happen next, and anything to watch out for, so your successor can step in immediately.

  3. Organize key contacts

    List the names, contact details, and working relationship of clients and partner-team contacts so your successor can build those relationships quickly.

  4. Note file locations and account access

    Explain where shared drives or document folders live, and pass along sensitive information like passwords through a separate, secure channel rather than in the document itself.

  5. Write down recurring issues and how you solved them

    Note problems that come up often and the fixes that worked -- this saves your successor from repeating the same trial and error you went through.

  6. Schedule time to walk through it in person

    Do not rely on the document alone -- set aside a session to answer questions and explain anything that is hard to capture in writing.

Write it for someone who knows nothing

A handover document is not a list of things you already know -- it is a tool that lets someone with zero context take over your work immediately. Information that feels "obvious" to you is exactly what gets left out most often, so it helps to write as if you were the one starting the role for the first time.

Start the draft even without a named successor

If a successor has not been assigned yet, do not wait to start writing. Finish the document as soon as your move or departure is confirmed and hand it to your manager or team lead. That way it is ready to pass along the moment someone is assigned, and there is no gap where nobody has the information.

Frequently Asked Questions

How soon before I leave should I start writing the handover document?

Start drafting as soon as your departure or transfer is confirmed, and aim to have a finished version ready a few days before your actual handover date, leaving room for questions.

What should I do if a successor has not been assigned yet?

Finish the document anyway and pass it to your manager or team lead. That way it can be handed off the moment someone is assigned, minimizing any gap in coverage.