Part A: handover note (filled by the leaver)
Name: ____________ Role: ____________ Manager: ____________ Last working day: ____________
Handing over to: ____________ Date of handover meeting: ____________
| Task or responsibility | Status | Where the files are | Key contacts | Next date or deadline |
|---|---|---|---|---|
| [Recurring task, for example monthly report] | ||||
| [Open project or case] | ||||
| [Customer, vendor or team relationship] | ||||
| [Pending approval or decision] |
What the successor should know
- Passwords and logins are not written here. Access is moved by IT, and shared accounts are changed.
- Where documents, templates and records live, and who else has access.
- Known problems, risks and things that tend to go wrong.
- People inside and outside the company who the successor should meet in the first month.
- What the leaver will remain available for after the last day, if anything, and how.
Part B: exit checklist
| Item | Owner | Done on | Signed |
|---|---|---|---|
| Resignation or termination letter on file, last working day confirmed | HR | ||
| Handover note reviewed and accepted by the manager | Manager | ||
| Exit interview held | HR | ||
| Laptop, phone, ID card, access cards and keys returned | IT or admin | ||
| Uniform, tools and other assets returned and checked | Admin | ||
| Email, systems, VPN and building access closed on the last day | IT | ||
| Email forwarding or auto-reply set, as agreed | IT | ||
| Advances, loans and recoveries confirmed | Finance | ||
| Leave balance and attendance for the final month confirmed | HR | ||
| Settlement computed and approved | HR and finance | ||
| Settlement paid on [Date] | Payroll | ||
| Relieving letter and experience letter issued | HR | ||
| Confidentiality and return-of-information reminder given | HR | ||
| Employee record marked as separated | HR |
Sign-off
Leaver: ____________ Manager: ____________ HR: ____________ IT: ____________ Finance: ____________ Date: ____________
Keep the signed form on the leaver's file. Rules on recoveries from final pay, notice and settlement timelines depend on the contract and the state, so check them with your legal adviser.
A starting point, not legal advice. Check the final wording against your contracts and the rules of your state, and have a qualified professional review it before you issue it.