EmailBefore you send
- Replace every bracketed field and check all facts before sending.
- Use only the version that matches your situation; confirm attachments, dates and permissions.
Three ways to say it
01
Handover: [Project]
Subject
Handover: [Project]
Message
Hi [Name], I am handing over [Project] from [Date]. The current status is [Details]. The next action is [Action], due by [Deadline]. Notes and files are in [Document]. Please let me know if anything needs clarification. Kind regards, [YourName]
02
Temporary cover for [Task]
Subject
Temporary cover for [Task]
Message
Hi [Name], Thank you for covering [Task] while I am away from [StartDate] to [EndDate]. Please focus on [Action]. If [Issue] arises, contact [Colleague]. The working notes are in [Document]. Kind regards, [YourName]
03
Handover confirmation requested
Subject
Handover confirmation requested
Message
Hi [Name], I have shared the handover notes for [Project] in [Document], including open items and deadlines. Could you confirm that you have access and understand the next action, [Action]? I am available for questions until [Date]. Kind regards, [YourName]
Make it yours
[Action]- Specific next action
[Colleague]- Colleague name, after agreement
[Date]- Relevant calendar date
[Deadline]- Response or completion deadline
[Details]- Accurate supporting details
[Document]- Document name and accessible location
[EndDate]- End date
[Issue]- Specific problem
[Name]- Recipient name
[Project]- Project name
[StartDate]- Start date
[Task]- Work item
[YourName]- Your name