Handover Document

PROJECT HANDOVER CHECKLIST

Project Name / Code:

[Project Name] / [Project Code]

Outgoing Owner:

[Employee Name]

Incoming Owner:

[Successor Name]

Handover Date:

[Date]

Scope and schedule

• Signed scope / statement of work shared
• Current project plan with milestone status
• Change requests approved and pending
• Upcoming deliverables in the next 30 days listed

Commercials

• Budget versus actuals reviewed
• Open purchase orders and pending vendor invoices
• Client billing milestones and invoices raised
• Approval authority transferred

Risks and issues

CLIENT HANDOVER CHECKLIST

Outgoing Account Owner:

[Employee Name]

New Account Owner:

[Successor Name]

Date:

[Date]

Client Summary

For each client

• Account history and relationship notes updated in CRM
• Contract, rate card and discount approvals shared
• Open orders, proposals and quotes listed
• Outstanding receivables and ageing reviewed with Finance
• Open complaints or service issues explained
• Verbal commitments made to the client recorded in writing
• Client-side contacts for operations, finance and approvals listed

Transition

RESIGNATION LETTER

Date:

[Date]

Employee ID:

[Employee ID]

To,
[Reporting Manager]
[Designation of Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources

Subject: Resignation from the post of [Designation]

Dear [Reporting Manager],

Please accept this letter as formal notice of my resignation from the position of [Designation] in the [Department] department of [Company Name]. I joined the organisation on [Date of Joining], and after careful thought I have decided to move on to pursue [a new professional opportunity / higher studies / personal reasons].

As per the terms of my appointment, I will serve a notice period of [Notice Period], and my last working day will be [Last Working Day]. If the company agrees to an earlier release, I am open to discussing it, subject to completing my handover.

EMPLOYEE RESIGNATION FORM

Form No.:

[Reference Number]

Date Received by HR:

[Date]

[Company Name]
[Company Address]

To be filled by the employee and submitted to the reporting manager and HR. Please write clearly.

Section A: Employee Details

Section B: Resignation Details

RESIGNATION ACCEPTANCE LETTER

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Acceptance of Your Resignation

Dear [Employee Name],

We acknowledge receipt of your resignation letter dated [Date of Resignation]. After discussion with your reporting manager, the management has accepted your resignation from the position of [Designation]. Your last working day with [Company Name] will be [Last Working Day].

Before your last working day, please complete the following:

ACKNOWLEDGEMENT OF RESIGNATION

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Acknowledgement of Resignation Received on [Date of Resignation]

Dear [Employee Name],

This is to acknowledge that the Human Resources department received your resignation from the position of [Designation] on [Date of Resignation] through [email / letter / HRMS]. Your resignation has been recorded in your personnel file with this date.

As per your appointment terms, your notice period is [Notice Period]. Based on the date of receipt, your tentative last working day would be [Last Working Day]. Please treat this date as provisional until you receive the formal acceptance letter, which will confirm the final date and exit formalities.

REQUEST FOR WITHDRAWAL OF RESIGNATION

Date:

[Date]

Employee ID:

[Employee ID]

To,
[Reporting Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources

Subject: Request to Withdraw My Resignation Dated [Date of Resignation]

Dear [Reporting Manager],

I had submitted my resignation from the position of [Designation] in the [Department] department on [Date of Resignation], with my last working day proposed as [Last Working Day]. The resignation was [acknowledged / accepted] vide letter Ref. No. [Reference Number] dated [Date].

After further reflection, I would like to respectfully request that my resignation be withdrawn and that I be allowed to continue in my present role. [Reason, e.g. my personal circumstances have changed / after our recent discussion I am confident my career goals can be met here].

APPROVAL OF RESIGNATION WITHDRAWAL

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval of Your Request to Withdraw Resignation

Dear [Employee Name],

This refers to your resignation dated [Date of Resignation] and your subsequent request dated [Date of Withdrawal Request] to withdraw it. We are pleased to inform you that the management has approved your request. Your resignation is hereby treated as withdrawn and of no effect.

Your employment with [Company Name] will continue without any break in service from your original date of joining, [Date of Joining]. Your designation, reporting line, compensation and all other terms and conditions of your appointment remain unchanged, except as stated below.