Template Transition Document
Take a few minutes to brainstorm answers to the following questions. The best way to start out
transition documents is with a letter to the successor. These questions should help you start the letter
and guide the content of the letter.
Position:
What are the main responsibilities of your job?
What do you wish you had known coming in to your position?
What are the 3 pieces of advice you would give to the next officer?
Do you hold office hours? If so, what do you do during your office hours?
What has been your time commitment with this position? Is it what you expected?
Do you have any ideas to further develop this position that you would recommend to the next officer?
Now that you have taken the time to brainstorm some of the information you’d like to pass on to your
successor. Take this information and begin writing a letter about the position to your successor.
Including the information from these questions is highly encouraged.
Now we will begin to work on a calendar of sorts. If there is a specific contact used at any step in the
calendar it is recommended to include their name and contact information. The best way to create a
document like this is to fill it out as you proceed in the position. However, if you are at the end of your
term, you can go back and try to remember what you have already done for this position. Depending on
the type of position this calendar should be adapted.
Event Planning: You may consider creating a mini-calendar for each event you’ve organized and you
may consider using time frames such as One week before, One month before, etc instead of months if
the event is not held at the exact same time every year. The end of the mini-calendar should include
some important information about the success of the event, what worked well, what you would
recommend changing, etc.
General Administration Positions: If you don’t organize specific events, it is still encouraged to keep a
general overview in a timeline of sorts for your position. If your position includes completing some kind
of process, for example a Treasurer, you should include a step by step process on the Finance Request
Process with ASWU successfully (including a suggested timeline on executing).
Here are few examples of how to structure your calendar or timeline:
EXAMPLE 1
President of the WU Student Organization 2013
January 2013
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February 2013
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March 2013
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April 2013
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May 2013
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Summer 2013
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August 2013
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September 2013
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October 2013
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November 2013
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December 2013
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EXAMPLE 2
The event was held January 2013.
General Overview of event:
2 Months before the event
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1 Month before the event
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3 Weeks before the event
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2 Weeks before the event
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Week of the event
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Day of the event
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Things to improve:
Things that went well:
Of course there are MANY ways to organize your transition documents and these are just a few ideas of
places to start. However, there are a few basics that all transitions should include:
● Officer manual - position description, job duties and responsibilities
● Organization’s bylaws and constitution
● Current forms used in this position
● Record of activities over the term
● Calendar of events
● Budget
● Recommendations moving forward
● Resources relevant to the position
● A letter to the next officer
If at any time there are questions about how to successfully create transition documents, please feel
free to contact your Leadership Consultant!