Project Handover Email: What to Include and Two Examples

A handover email should let the next person find the work and understand what they now own. A folder link alone doesn’t tell them which document is final or which deadline is approaching.

Write for someone who has not followed every conversation. Identify the current state, the next action, and the person who can answer questions after the handover.

Hand over a completed project

Subject: Handover: customer onboarding guide

Hi Taylor,

The onboarding guide is approved and ready for your team to maintain from Monday, 12 October. The final files and source documents are in the folder below.

Version 4 is the approved copy. The earlier drafts are in the archive subfolder. The only outstanding item is the billing screenshot, which support will send by Thursday.

Could you confirm that you can access the files and that your team will handle that final update?

Thanks, Alex

Naming the approved version prevents an avoidable mistake. The request for confirmation also distinguishes sending the handover from having it accepted.

Arrange cover while you’re away

Subject: Account review cover during my leave

Hi Morgan,

Thanks for covering the account review while I’m away from 19 to 23 October. The client expects the weekly summary on Thursday afternoon.

The summary draft is in the shared folder. Please add the latest support figures and send it to Amira once Jo has reviewed it. Jo can also help if the client requests a change in scope.

I’ll return on Monday, 26 October, and pick up the following week’s summary.

Best, Casey

Check that Morgan and Jo have agreed to those responsibilities before announcing them. A handover should record an arrangement, not assign unexpected work to people while you’re already away.

Check access before the transition

Open each link using the access level the recipient will have, or ask them to confirm access before your last working day. Put passwords and other credentials in your organization’s approved system rather than copying them into the email.

For complex projects, link to a handover document and keep the email focused on ownership and immediate actions. Include a brief conversation if the recipient needs to ask questions.

Our status update examples can help you summarize the current work. If you’re introducing the new owner to a client, use a client handoff introduction.