How to reply to a handover email from someone going on leave
Updated November 12, 2026
Reply within a day or two, before your colleague leaves. Confirm exactly what is now yours, name anything unclear, and ask who to contact while they are away. A handover is easy to skim and hard to fix later, so ask your questions now while the person can still answer them.
- Reply
- Within 1 to 2 days. The person is leaving on a set date. Questions asked after they go on leave may never get answered.
What your reply should say
- Thank them and confirm in one line which tasks, clients and deadlines are now yours.
- List the two or three things in the handover that are unclear or missing.
- Ask who to contact, and how, if something urgent comes up while they are gone.
- Offer a short call before their last day to walk through the open items.
3 replies you can copy
Pick the one that matches what you want to say, copy it, and change everything in [brackets].
1Confirm and accept
The handover is clear and you are ready to take it on.
Hi [Name], Thanks for the handover. To confirm, I now own [project or client], the [date] deadline, and the weekly report. I have saved the shared folder and the login notes. If anything urgent comes up, I will message [backup contact] first. Enjoy your time away. I will keep a log of decisions so you can catch up quickly when you are back. Best, [Your name]
2Ask for gaps
Parts of the handover are vague, missing, or out of date.
Hi [Name], Thanks for putting this together. Before you go, I have three questions: 1. Where is the latest version of [document]? 2. What did you promise [client] that is not in the notes? 3. Who can approve spending or changes while you are away? Could we spend 20 minutes on this on [date]? I would rather ask now than guess later. Best, [Your name]
3Flag too much work
The handover is more than you can take on with your current workload.
Hi [Name], Thank you for the clear handover. I can take on [tasks you can handle] starting [date]. I cannot fit [other task] alongside my current work. Could we ask [manager] who should cover it, or what I should pause? I want to get this right while you are out, so I would like to settle it before you leave. Best, [Your name]
Already late? Send this instead
For when you are a few days, or after they have left late or more. Own the delay in one line, then do the job.
Hi [Name], Sorry for the slow reply on the handover. I have now gone through it and I have taken over [tasks]. I have two questions I could not answer from the notes: [question one] and [question two]. If you have a minute to reply, even briefly, it would help. If not, I will check with [backup contact]. Thank you for the thorough notes. [Your name]
Mistakes to avoid
- Replying only with "Got it" when parts of the handover are unclear. Silence reads as agreement.
- Waiting until your colleague is on leave to ask where files or logins are.
- Taking on work you cannot manage and saying nothing until a deadline slips.
- Forgetting to ask who the backup contact is for urgent issues.
Questions people ask
What should a good handover cover?
Open tasks and their deadlines, who the key contacts are, where files and logins live, any promises made to clients, and what is waiting on someone else. If the email leaves out any of these, ask for them in your reply. It is much easier to fill gaps before the person leaves.
What if my colleague is already gone?
Reply to them anyway, short and friendly, with your questions. Also ask your manager or the named backup contact. Say which items are blocked and what you will do in the meantime, so nobody is surprised by a missed deadline.
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How this page was made
Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.