Pritesh Sharma Started The Discussion:
Would anyone be kind enough to share a office handover format ?
You want this format from Employee or it has to be issued by Employer?
Well I have made a generalized Format which serves the purpose of both parties.
You can make Handover format in two sections
After the handover formalities are over, keep one copy in official records, issue one to the employee resigning and send the last one to accounts department for Full & Final settlement.
In our company, our general practice is to handover the work on mail. We are not using any handover format. Just sent you a sample format so that you can modify/ alter according to your requirement.
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.
I think the question is which type of handover the person is seeking. In business there are two types of handovers
• Duties handovers: when an employee is not in the office for a brief time i.e. business, travel, annual leave etc.
• Exit handover: when the employee is leaving the organization and has to give back all the assets given by the organization to the employee
The one you have given is for exit purpose
Your letter should be very short and to the point just simple attach your letter to your project chart which should be approved not a draft, as for your check list no one knows what does that check list contain. So with no information I cant help u but for a starters use the project charter.
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