It is important to ensure that a proper handover is taken from an outgoing employee so that we are not in for suprises subsequent to relieving of an employee from employment.
Appended below is a sample list of areas,which an employee needs to keep in mind while relinquishing his/her
responsibilities prior to getting relieved from services:
1.Jobs/projects on hand & current status
2.list of files with brief info on its content including email folders
3.email passwords/other passwords of softwares /files being used
4.list of files/folders in laptop/desktop pc
5.list of company documents with contents
6.visitors card folder/customer contact lsit
7.handover of company property that are in his/her posession
8.keys of cupboards/drawers
ideally an employee who resigns from the employment should submit a detailed report in respect of each of the above areas as part of his/her handover charge process.
Apart from this functional handover a No dues pending/ clearance certificate(NOC) should also be circulated across all relevant departments for their clearance which would facilitate the full & final settlement process.
Ideally signature from respective functions confirming no dues/details of pending dues should be taken on the said no due form/certificate.Some of the functions /departments that need to be included are:
-IT infrastructure -laptop/email id/passwords/other software applications
-administration-credit card bills/mobile phone/company car/leased accomodation/library/canteen,etc
-HR-leave balance/ID card,salary payments,Investment proffs for Income Tax exemption,etc
-clients service-pending documents from clients
-other work related associate departments
Ideally the HR department should create an appropriate document ( MS word ) covering the above areas & handover the said blank document (no due certificate form) to the resigned employee a couple of days prior to his /her last date of working and ask him/her to get it signed/duly cleared from the respective functions as this would be paramount for initiating a smooth full & final settlement.
16th April 2011 From India, Mumbai