A handover template is a form where an employee lists the tasks, files and accounts they hold, then signs it with the colleague taking over and their manager before resigning, moving or going on leave. This page has three formats: a handover when leaving or transferring, a temporary handover before leave, and a checklist for the last working day. A bar above the form shows the share of tasks handed over.
For each task: its current status, priority, files, deadline and whether it has been handed over. In the example above 8 of 10 tasks have been handed over, or 80%, and one high-priority task is left, so the warning shows before signing.
How to use the handover template
- Choose the format: "Work handover form" for resignation or transfer, or "Handover before leave".
- Type the company name and the names of the person handing over and the receiver into the form.
- Fill in the task list, add a row for each task, and type "Yes" under "Handed over?" once you have walked the receiver through it.
- Switch to advanced mode to add related files, a receiver per task, key customers and suppliers, and access rights.
- Download the form in Word or PDF and sign it with the receiver and your manager.
What is a work handover form
A handover form is a written record of what passes from one employee to another: ongoing tasks and their status, deadlines, files, and who looks after each customer or supplier. It means the receiver does not start from zero or search a colleague's mailbox, and the company knows what has been handed over and what is left. A written handover is needed on resignation or end of service, on transfer to another department, and for any leave that would otherwise stall work.
How to write a handover before leave
- List the tasks that fall due during your leave.
- Rank them by priority: high, medium and low.
- Name a cover for each task, even if that means more than one colleague.
- Hand over the files and accounts needed, not your personal passwords.
A three-column example: "Chase Najd Est. receivables | Promised to pay before month end | High". The "Handover before leave" tab adds the return date and a "Handed back on return" signature, so the work comes back in the state it is in on that day.
Exit checklist when an employee leaves
Before a leaver's last working day, the company checks four things: open tasks and files, accounts and access to email, systems and banking, the customers and suppliers who know the employee, and company property such as devices, keys and petty cash. The employee, the receiver, the line manager and HR sign the checklist, and it is attached to the clearance form.
Common handover mistakes
- A verbal handover on the last day with no signed task list.
- Writing passwords on the form instead of resetting them.
- Leaving a task with no named receiver because "the team will follow up".
- Keeping the leaver's system access after they have gone.
Regulatory notes
The Saudi Labor Law requires an employee to look after the tools and documents in their custody and return them, but it does not prescribe a handover form; the company's internal work regulations decide who signs and when. Check the current text with the Ministry of Human Resources and your own regulations.
When work stops every time someone is away
Microtec builds Microtec's ERP accounting system for businesses in Saudi Arabia, including an HR module alongside sales, purchasing, inventory and finance.
Frequently asked questions
Does the manager sign the handover form?
Yes. The line manager signs after the person handing over and the receiver, confirming they reviewed the task list and agree with how tasks are assigned. On resignation, HR also signs the exit checklist.
How long does a handover take?
Start at least a week before the last day when there are many tasks, so the receiver can try the critical ones while you are still there. A short leave needs a day or two.
Should a handover template include accounts and passwords?
It includes accounts and access rights, recording what moves to the receiver and what is switched off. Passwords are not written on the form: reset them or hand them over through a secure method your company approves.
Is a handover useful for short leave?
Yes, if a deadline falls during the leave, such as payroll or a supplier payment. List just those tasks in the "Handover before leave" tab.
Is there an Arabic version of this handover template?
Yes. The Arabic page has the same three formats in Arabic, with masculine or feminine wording; the link is below the template above.