You are going on leave, changing teams or leaving a job, and your manager asks for an 業務引継ぎ. The useful answer is a short record that lets the next person see what is still open, who owns it, when it is due, and where the working files are. Confirm the recipient and the scope with your manager, then walk through the list together. A file alone may not reveal the decisions that are still waiting.
Words in a Japanese handover sheet
| Japanese | Reading | Meaning |
|---|---|---|
| 業務引継ぎ／引継書 | gyōmu hikitsugi / hikitsugisho | Work handover / handover document |
| 引継ぎ先／後任者 | hikitsugisaki / kōninsha | Recipient / person taking over |
| 担当業務 | tantō gyōmu | Area of responsibility |
| 進捗状況 | shinchoku jōkyō | Current progress |
| 完了／対応中／未着手 | kanryō / taiōchū / michakushu | Finished / in progress / not started |
| 未対応／保留 | mitaiō / horyū | Not yet handled / on hold |
| 期限／次回対応日 | kigen / jikai taiōbi | Deadline / next action date |
| 確認待ち／承認待ち | kakuninmachi / shōninmachi | Waiting for review / approval |
| 関係者／連絡先 | kankeisha / renrakusaki | People involved / contact route |
| 保存先／参照資料 | hozonsaki / sanshō shiryō | File location / reference material |
| 注意事項／懸念点 | chūi jikō / kenen ten | Special notes / concerns |
A team’s template may use “申し送り” (mōshiokuri) for information passed to the next shift or person. That can be a short daily note; an extended handover may need more context. Use the format your workplace specifies.
Make the next action visible
- List recurring work. Include the task, normal timing, tools or approved file location, and the person who checks it. Avoid pasting passwords, customer details or personal data into a broadly shared document; use the workplace’s secure access process.
- Separate finished from open items. Mark each task 完了, 対応中, 未着手 or 保留 with a date. “I sent the draft” is different from “approved” or “published.” Link to the latest version and note who is reviewing it.
- Give each open item an owner and date. If the successor is not yet decided, write “担当者未定” (owner not assigned) and ask the manager to choose. “なるべく早く” (as soon as possible) is less useful than a real deadline or next check date.
- Record decision points. Note what is awaiting a customer’s reply, a manager’s decision or an internal approval. Do not describe an unresolved proposal as a final decision. Our approval status guide explains 承認待ち and 差戻し.
- Walk through and confirm. Meet the person taking over, open the links together, answer questions, and agree who will contact external parties. Update the document after that conversation. Follow company rules for access, devices and return of materials.
A compact handover example
| 項目 (item) | 記入例 (example) |
|---|---|
| 業務内容 | Weekly class schedule update |
| 進捗 | Draft completed; manager review pending |
| 次の対応 | Check comments, confirm the final schedule, then notify instructors |
| 担当／期限 | Alex / October 8 |
| 保存先 | Approved team folder; link shared with the successor |
| 注意事項 | One instructor has not confirmed availability |
This is an illustration. Replace names, dates and tasks with your actual status. If you are only taking a few days off, a brief list of urgent items and contacts may be enough; a permanent transfer usually needs fuller recurring procedures.
Short Japanese phrases
| Japanese | English meaning |
|---|---|
| 引継ぎ先と対象業務を確認させてください。 | Please let me confirm who takes over and which work to include. |
| この件は対応中で、〇〇さんの確認待ちです。 | This item is in progress and awaiting [name]’s review. |
| 次の対応は〇日までに資料を確認することです。 | The next action is to check the materials by [date]. |
| 保存先へのアクセス権を確認いただけますか。 | Could you check access to the file location? |
| 引継ぎ後の担当者は〇〇さんでよろしいでしょうか。 | Will [name] be responsible after the handover? |
A handover is separate from formal employment procedures. For a change in team or work location, see our personnel transfer notice guide. If you are leaving a job, the resignation guide covers the documents and conversation. For a meeting record that assigns follow-up tasks, see our meeting minutes guide.
