When duties and responsibilities are handed over from one individual to another, there are several notifications and letters that might be necessary between various parties. An employer needs to inform the departing employee of the timescale for handing over responsibilities, the employee needs to outline their responsibilities to their replacement and also may need to inform clients and customers of the change of personnel that they will be dealing with in the future
• Employer to employee
Our records show that you will be leaving our employment on (date).
Please make the arrangements necessary to hand over your duties and outstanding matters to (name of employee) by (date).
The company would like to thank you for your service and wish you well in the future.
• Employee to customers
I am writing to inform you that I will be leaving (name of company) on (date). My replacement will be Mr/Mrs (replacement), who is taking over my responsibilities. I am confident that he/she will do an excellent job and that you will enjoy dealing with them. If you have any problems, do not hesitate to call me on (phone number).
• Employee to employee
I have been informed that you will be taking over my responsibilities when I leave my post on (date).
Therefore I would like to arrange a meeting so that we can have an opportunity to discuss the specifics of the role and to ensure that the handover can take place as smoothly as possible. Please let me know your availability.