POLICY on Proper Handover of Duties and Responsibilities

Revision No. 0

Effectivity:

HANDOVER LIST
DIRECTIONS Please read before proceeding.
1.
2.
3.

Please read and refer to Policy ADM 0153-10.

This Form shall be filled-up electronically. The printed and approved copy shall be maintained by the employee.
In Part 3, the regular tasks require such details as daily, monthly, and yearly tasks assigned to you however small or trivial it may be
(such as adjusting the thermostat of the air conditioning system).
4.
In Part 4, the ongoing and incoming tasks require specifications on the current status of the tasks youre engaged in or will be for the
next several months preferably until a month after your estimated time of return. Further, the manner on how the tasks should be done, who
to work with, and what are to be prepared must all be clearly written down. Fill-up all the necessary items prior to the start of your handover.
5.
Dont write important personal numbers, such as your Social Security or PIN codes, on this document and on any of your handover
documents.

Part 1: EMPLOYEE DETAILS

Employee Name:
Employee Number:
Job Title:
Department:
Division:
Area/Section:
Job Location:

Click here to enter text.

Click here to enter text.
Click here to enter text.
Click here to enter text.
Click here to enter text.
Click here to enter text.
Click here to enter text.

Part 2: DOCUMENTS, RECORDS AND FILES

Document Title
Item

(Include Control Numbers if Available)

Location; Box File; Cabinet; Drawer

1.
2.
3.
(Please add more columns as needed.)

Part 3: REGULAR TASKS

Please indicate ALL your regular tasks. Your replacement shall be informed of ALL your regular tasks in case you cant return per schedule.

Item

Task Description

1.
2.
3.

Completion
Date
Date
Date
Date

Remarks
(Status; Instructions & Guidelines)

(Please add more columns as needed.)

(You can attach related documents as you deemed necessary.)

This document is required to be signed throughout as validation of accuracy.

PLEASE SIGN WITH DATE

_________________________
Signature of Employee

PAGE
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POLICY on Proper Handover of Duties and Responsibilities

Revision No. 0

Effectivity:

Part 4: ONGOING AND INCOMING TASKS

This section highlights the current and incoming tasks, preferably covering a month after your estimated return.

Item

Task Description

Start

Due

Remarks
(Status; Instructions & Guidelines)

1.
2.
3.

Date
Date
Date

Date
Date
Date

(Please add more columns as needed.)

(You can attach related documents as you deemed necessary.)

Part 5: CONTACT NUMBERS

If you have an extensive amount of contacts (especially for Sales Engineer, VID Coordinator, NDT Coordinator, Area Managers, etc.),
you are required to fill-up this section for ALL your business contacts.
Contact Name
Company Name
Department
Position
Business Address

Telephone Number (1)

Telephone Number (2)
Mobile Number
Facsimile Number
Email Address

Contact Name
Company Name
Department
Position
Business Address
(Please add more columns as needed.)
(You can attach related documents as you deemed necessary.)

Telephone Number (1)

Telephone Number (2)
Mobile Number
Facsimile Number
Email Address

Part 6: COMPANY-ISSUED (AND OFFICIAL) PASSWORDS & ACCESS CODES

Item
1.
2.
3.

Description

Password / Access Code

(Please add more columns as needed.)

Part 7: LIST OF EQUIPMENT, MATERIALS AND SUPPLIES

Item
1.
2.
3.

Description

Asset Tag Code / Serial #

Location

Quantity

(Please add more columns as needed.)

(You can attach related documents as you deemed necessary.)

Part 8: LATEST JOB DESCRIPTION

If you dont have a copy of your updated Job Description, request for assistance from HR / Admin.
Kindly attach the latest approved Job Description.

This document is required to be signed throughout as validation of accuracy.

PLEASE SIGN WITH DATE

_________________________
Signature of Employee

PAGE
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POLICY on Proper Handover of Duties and Responsibilities

Revision No. 0

Effectivity:

WORK HISTORY FILE & WORK DIARY

GUIDELINES FOR PREPARATION AND MAINTENANCE

Keeping a work history serves as records of a workmans career and experience. Keeping this practice will enable the workman to:
1. Produce a full report of his achievements and shortcomings.

2.
3.

In the case of a Work Diary, it enables him to effectively plan his work.
Provide records of events for the next generation.

The objective of enabling the next person to carry-out the work assignments effectively is made clear. The workman is encouraged to indicate
personal methods and experiences gained during employment to be shared to others for the benefit of all employees and the organization.
A Work Diary is a write-up of dated records based on the workmans account of experiences and events from his viewpoint. This is a very important
tool in planning and scheduling.
REQUIRED Contents of a Work Diary
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.

daily work planning entries

future work plans
career advances
notes of meetings
contact details
client details and dealings
important numbers aside from telephone numbers
important technical, supervision and administrative notes
methods, techniques and ideas
business trip information and travel journals / reports
vacations and other leaves
physical and mental conditions
observations and comments about the company, culture, work conditions, workload, co-workers, bosses, the weather, and many others

A Work History File or Box File is basically a compilation of important documents that the workman has accumulated which he identified to have
value. The objective is to put all those documents in one place for ease of access. The contents are more objective since those documents,
by themselves, are evidences. However, a real account of the workmans activities could never be drawn from them alone.
Viewing another workmans work history file is prohibited on an ethical standpoint much like with a personal diary. The workmans consent should be
taken, and the workman should trust that person fully. When making a handover of this document, the receiver should be assessed carefully
(if trustworthy) and be told about the confidential nature of the work history file.
The workman is free to choose whatever suites him unless required by the organization (for whatever reason). In most cases, high level officials and
key personnel with irregular tasks can implement both methods.
REQUIRED Contents of a Work History File
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.

job descriptions of himself and his subordinates

Personnel Action Notices (monetary details removed)
information, such as CVs, of his key personnel
manpower request and re-assignment
material requests, delivery notes, and material transfers
minutes of meetings (formal or informal)
management and other special reports
business trip records and reports
internal office memorandums and correspondences
important emails
cash advances and expenses
handwritten notes
special work planning and projections
drawings and pictures with work or administrative importance
received training handouts
turnover documents
copies of special documents with specific file locations
records of participation in joint activities with other departments, divisions, units or personnel

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POLICY on Proper Handover of Duties and Responsibilities

Revision No. 0

Effectivity:

HANDOVER FORM
EMPLOYEE DETAILS
EXITING / TRANSFERING EMPLOYEE
Employee Name:
Employee Number:
Job Title:
Department:
Division:
Area /Section:
Job Location:

REPLACEMENT / RECIPIENT EMPLOYEE

Employee Name:
Employee Number:
Job Title:
Department:
Division:
Area /Section:
Job Location:

JOB ORIENTATION
Tick the box after completing each activity.
DATE COMPLETED
Introduction to Work Details and Handover Package
Introduction to Co-workers, Suppliers, and Clients
Explanation of Business Processes and Policies
Instructions on Regular, Ongoing and Upcoming Tasks
Understanding of Work Objectives, Requirements, and Expected Results
Preparation of Regular and Periodic Reports

ON-THE-JOB-TRAINING with SUPERVISION

DATE COMPLETED
Familiarization of the Job
Use and Access to Equipment and Materials
Access to Files and Documents (Printed and Electronic)
Immersion in the Job with Daily Monitoring / Supervision
Completion of Supervised OJT Session Within Specified Duration

ON-THE-JOB-TRAINING without SUPERVISION

DATE COMPLETED
Replacement Employee Performing the Job Independently
Receiving and Checking of Equipment, Materials and Supplies
Verification of Balances on Regular and Ongoing Tasks
Office Keys: Doors; Cabinets; Drawers; Vaults; Equipment; etc.
Company-Issued (Official) Passwords and Access Codes
Evaluation of Replacement Employees Effectiveness in Performing the Job

ACKNOWLEDGEMENT

DATE:

EXITING / TRANSFERING EMPLOYEE

REPLACEMENT / RECIPIENT EMPLOYEE

SIGNATURE OVER PRINTED NAME

SIGNATURE OVER PRINTED NAME

DATE:

NOTES

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POLICY on Proper Handover of Duties and Responsibilities

Revision No. 0

Effectivity:

Managers Signature: _______________________

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