Handover Notes Policy 
 
Who is covered by this policy? 
 
All staff and volunteers 
 
What is covered by this policy? 
 
This policy details the purpose and contents of handover notes and a suggested checklist for departing staff. 
 
Purpose 
 
The purpose of this policy is to pass on important information to aid a smooth transition of one job holder to another.  It is not intended to limit a new incumbent in how they do the job. 
 
The Policy 
 
Wherever possible, handover notes should be prepared by the outgoing job holder for the person who is to replace them.    
 
The handover notes should be passed to the line manager. 
 
The following is a list of suggested inclusions in the handover notes: 
 
•	A list of files and their location (both hard copy and electronic) 
•	Any emails you have not had time to deal with 
•	Any encryption codes you may use for certain documents 
•	Details of how to complete various tasks particularly if you are the only person currently performing them, for example, compiling departmental statistics or producing a specific report 
•	Details of any timetables you have to adhere to produce information. 
 
The timetable below provides suggestions on activities and timeframes in the lead up to departure from [CHARITY NAME]: 

Suggested timetable and check list for departing staff 
 
Time frame before leaving 	Person leaving 	Line manager 	
Last one – two months 	Delete/destroy any inactive records 	Final approval for deletion/destruction 	
 	Archive any disused documents that must be retained 	Final approval for transferral of documents 	
 	Delete/destroy duplicate documents and information material of no further use (in all forms) 	Advice on potential need or otherwise for information material 	
 	Prepare handover notes 	Discuss action required with departing person 	
Last week 	Update file list to include all active files 	Discuss with all staff who use/access files 	
 	Complete handover notes 	Discuss action required with departing person 	
Last day 	Save all important email 	 	
 	Delete or forward all remaining email 	Probable recipient of active email.  Ensure email folders are empty. 	
 	Forward encryption codes to line manager 	Check that personal drives are empty. 	

Also see ‘Exit Interviews’ and ‘Leavers Procedure’.