How Do I Write a Letter for Proper Handing Over After Immediate Resignation?

I need a format for proper handing over. Actually, one of my employees has resigned with immediate effect and has surrendered one month's salary. I have to write a letter to him for proper handing over.

Regards,
Simi Sharma

Please find the enclosed format for taking the handover from the employee. You can also use it for the No Dues Certificate, duly signed by the branch head.

Regards,
Bharat.

A handover document is a list of activities and responsibilities performed by an individual employee, which will differ based on their Key Result Areas (KRA). For accurate information, please mention the KRA, designation, and department of the employee you are referring to. The letter will also include all these details.

Difference Between 'No Dues Certificate' and Handover Document

A 'No Dues Certificate' and a handover document are two separate formalities. Therefore, the attachments provided by seniors will not serve the purpose of writing an email regarding handing over the task to the employee.

Regards

Checklist for Employee Separation

Every organization should have a checklist for managers to follow when an employee is about to leave. In addition to the work handover component, it should also detail the other "separation" requirements, such as returning keys, computers, cars, and other company property.

All company documents required to be kept and currently stored on the employee's computer should be uploaded to the server, and the HDD cleared and reimaged for the new employee. All paper documents should be filed correctly, and any rubbish properly disposed of. All company confidential materials should be handed back and accounted for.

The checklist should also include tasks like canceling the employee's email account, login details, and security pass on the day they leave.

Sample HR Manager Handover Notes After Resignation

Dear Team,

I am writing to inform you that I have decided to resign from my position as the HR Manager, effective two weeks from today. I want to express my gratitude for the opportunity to work with such a talented team and contribute to the growth of the company during my time here.

During the handover period, I will ensure that all pending tasks are completed and provide detailed documentation for ongoing projects. I have full confidence in the capabilities of the team to continue the HR operations smoothly in my absence.

I will be available to assist in the transition and answer any questions that may arise. Please feel free to reach out to me via email or phone during this period.

Thank you for your understanding and support throughout my tenure here. I wish the team and the company continued success in the future.

Best regards,
[Your Name]