https://safetyculture.

com/checklists/project-handover/

General Project Handover Template

 Eliminate paperwork with digital checklists
 Generate reports from completed checklists
 Free to use for up to 10 users

Start using template View template in library

Download and use this free project handover checklist template to help make a smooth process
of transitioning from one phase to another. Ensure all project key stakeholders are well-informed
about the status of the project by doing the following:

1. Fill in basic details about the project, including the names of the project managers and the date of the
handover.
2. Document key information such as the knowledge transfer method, employees’ roles and
responsibilities, handover timeline, and key status updates.
3. Add notes and other media files that are helpful to provide more context on the project handover
process.
4. Before completing the handover report, don’t forget to include digital signatures and feedback.
5. Export it into a project handover template PDF, Excel, Doc, or Word file for recordkeeping and store it
securely on the cloud.

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Published 25 Apr 2024

Article byPatricia Guevara

|5 min read

What is a Project Handover Template?

A project handover template is a structured tool or list of tasks and responsibilities that outlines
the steps and actions required to transition a project from one team or phase to another. It serves
as a guide for project managers and stakeholders to ensure that the project is transferred
smoothly, its objectives are met during and after the transition, all necessary information is
shared, and the new team or responsible party is well-prepared to take over and continue the
project.

In this article

 What is a Project Handover Template?

 Importance of Using One
 What to Include in a Project Handover Template
 5 Key Steps to Creating a Template for Project Handovers
 How to Improve Project Handovers Using a Template
 FAQs About Project Handover Templates
 Ensure Seamless Project Handovers with SafetyCulture
 Related Project Handover Templates

Importance of Using One

Using templates for every aspect of project management, such as during project handovers, can
help make the overall process of executing and closing the project more efficient in the following
ways:

Standardization and Consistency

Using a project handover template ensures that each handover follows a structured process,
reducing the risk of critical steps being missed or overlooked. This is especially crucial when
multiple projects or teams are involved, as it streamlines the handover process across the
organization.

Clarity and Accountability

By providing a clear and predefined set of tasks and responsibilities, a handover template
enhances clarity among team members and stakeholders. This is because it leaves no room for
ambiguity regarding who’s responsible for what during the transition. Hence, this fosters
accountability, ensuring that individuals and teams fulfill their roles effectively.

Efficient Knowledge Transfer

One of the primary benefits of a project handover template is that it outlines the specific
knowledge and information that needs to be transferred from the outgoing team to the incoming
team. This ensures that critical project knowledge, including best practices, lessons learned, and
technical details, is effectively passed on.

Time and Resource Savings

Using a template significantly reduces the time and effort required to create a handover plan
from scratch for each project. Project managers can then focus their energy on project-specific
details rather than reinventing the process, leading to time and resource savings. Also, this
efficiency allows teams to allocate resources more effectively and accelerate the handover
process.

Enhanced Collaboration

Project handover templates help promote open communication by providing a shared framework
for discussions and decisions. This collaborative environment encourages team members to share
insights, address challenges, and work together to ensure a successful handover.

What to Include in a Project Handover Template

Undeniably, a project handover template is an invaluable tool in project management that must
be comprehensive and cover all essential aspects of the handover process to ensure a smooth
transition.
Generally, it must include the following elements and sections:

 Project Overview – purpose and key stakeholders

 Documentation and Data Transfer – list of project-related documents and method of document
organization
 Stakeholder Communication – communication plan and contact list
 Knowledge Transfer – training requirements and knowledge transfer plan
 Roles and Responsibilities – employee names, teams, and roles
 Project Status and Progress – timelines, deadlines, key milestones, outstanding issues, and
follow-up schedules
 Technical Information – specifications, access to tools and systems, and legal and compliance
requirements
 Quality Control (QC) and Testing – Quality Assurance (QA) measures and compliance with
standards
 Dependencies and External Relationships – list of dependencies and dependency management
strategies

5 Key Steps to Creating a Template for Project

Handovers
Creating a well-structured project handover template is crucial to ensuring a successful transition
and maintaining project continuity. Follow this straightforward guide to help you make one that
can be effective in your organization:

1. Define template objectives.

Clearly outline the objectives of your handover template. Determine its primary purpose,
whether it’s to standardize processes, enhance knowledge transfer, or ensure compliance with
regulations.

2. Identify key sections.

Identify the critical sections and components your template should include. These may
encompass documentation transfer, communication plans, roles and responsibilities,
dependencies, and legal considerations. Make sure to tailor these sections to your project’s
specific needs.

3. Use proper structure and formatting.

Design a clear and intuitive flow for your template. Create logical sections with headings and
subheadings to organize information and employ consistent formatting for easy readability and
navigation.

4. Create task lists.

Within each section, provide task lists that are required for a successful handover. Include
deadlines or timelines to ensure accountability and progress tracking.

5. Incorporate feedback.

Make sure to include a feedback mechanism in the template to encourage stakeholders and team
members to provide input and suggest improvements. This way, you can revisit and revise the
template based on feedback and changing project needs for continuous enhancement.

How to Improve Project Handovers Using a Template

To help organizations continuously improve how project handovers are conducted, they can use
templates as a practical and effective way to seamlessly document and manage all tasks and
processes.

Take these steps to efficiently use a project handover template:

1. Establish a standardized process.

Create a standardized process for project handovers using your template. This should encompass
documentation transfer, communication plans, training requirements, and clearly defined roles.
This helps reduce confusion and ensure that critical steps are consistently followed.

2. Enhance communication.

Effective communication is essential for transferring knowledge and resolving issues promptly.
For this, use the template to specify communication plans between outgoing and incoming
teams. Also, clearly outline meeting schedules and preferred communication channels.

3. Ensure accountability.

Make sure to specify and clearly define who’s responsible for each aspect of the handover. This
promotes accountability and prevents important tasks from being overlooked.

4. Capture knowledge and best practices.

Utilize the template to document project-specific knowledge and best practices. Don’t forget to
include sections for technical details, lessons learned, and critical information that should be
transferred to the incoming team for seamless project continuity.

To give you an example, here’s what a filled-out template looks like as a project handover
report: