I need to write a transition letter...

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I need to write a transition letter...

Post by sanderson0705 on Wed Nov 05, 2008 5:30 pm

Alright, so I met with our company director today (very good he is mentoring me so I can move up in the company Smile ) and he advised me that I should write a "letter of transition" for while I'm gone.

I was told this letter should include, my everything about my job, how I do it, what exactly I do, and the order etc.

How do I start this? Any wording suggestions, has anyone had to do this before?
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Re: I need to write a transition letter...

Post by toshymod on Sat Nov 08, 2008 11:58 am

Do you mean a letter about you taking Maternity leave?

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Re: I need to write a transition letter...

Post by eileen bauer on Sat Nov 08, 2008 2:45 pm

start by writting down what you do as rough notes and then make it more in a book or outline form. think of it as a manual for someone coming in to do your job. I have done that for almost every position I have done.
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Re: I need to write a transition letter...

Post by sanderson0705 on Mon Nov 10, 2008 10:39 am

Thank you Eileen. I was so blank as to the "how to start" I kept thinking it should be like a "to whom is doing my job:" kind of letter form or something. I like the manual form though. I did my rough outline of duties this weekend, and wow I do a lot lol. I am going to try to condense it so its not a ton of pages lol
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Re: I need to write a transition letter...

Post by sanderson0705 on Mon Nov 10, 2008 12:17 pm

Ok one more question...odds are someone who already has an idea of my job, does a less detailed version of it, will be covering for me....

So do I do my "manual" in a completey "dumbed down" version so absolutely anyone could do my job...or do I do it in a more general form anticipating that someone who is at least slightly trained in what I do will be performing these tasks?
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Re: I need to write a transition letter...

Post by mythreesons on Mon Nov 10, 2008 12:30 pm

I would say do it so that anyone could do it because odds are that they won't get someone who knows what they are doing...Oh and I don't know if I'd condense what you do...The more pages the more they will realize how valuable you are Wink Good luck!

Shannon
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Re: I need to write a transition letter...

Post by tweetie462 on Mon Nov 10, 2008 2:32 pm

I agree with Shannon - the more detail you can give the better.
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Re: I need to write a transition letter...

Post by eileen bauer on Mon Nov 10, 2008 4:35 pm

I would say the more detail the better as well both so you look good and the person doing your job will know exactly what to do.
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Re: I need to write a transition letter...

Post by sanderson0705 on Mon Nov 10, 2008 5:45 pm

Ok that is how I have been doing it. So far it is like 4 pages for a job I could do with my eyes closed and half asleep. lol I found out the girl that is replacing me is a girl who won't approach me because I am 'intimidating' and she has been gunning for my job ever since she was kinda sorta trained to do it.

I am going to do it in "manual" form. Then include a quick refrence sheet basically this is how my day goes kind of format. So we will see how the director likes it Smile
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Re: I need to write a transition letter...

Post by mythreesons on Mon Nov 10, 2008 5:59 pm

Sounds really well put together...Hope your director likes it!
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Re: I need to write a transition letter...

Post by sanderson0705 on Tue Nov 11, 2008 1:55 pm

Alright so I am trucking along with this letter/manual thing Smile

How do I voice concerns without seeming high and mighty? I found out who will be filling in for me, and to put it nicely, she has no business doing my job. I don't want to come back to a huge mess.

Little back ground. I work in workers comp insurance -the pharmacy benafits side. I am the person who talks to the insurance adjusters/sups/branch managers and gets medications paid for. I have been in my position for a year and a half, and have built several relationships with the Sups/Branch Managers that i would really prefer not be ruined while I am on leave.

Any suggestions?
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Re: I need to write a transition letter...

Post by rocknrollmommy616 on Tue Nov 11, 2008 2:26 pm

well since it will be a different representative speaking with these managers and supervisors, I highly doubt they would take it out on you if the person doing your job sucks at it. I mean, if you come back and get an earful from those people, just be like, "I'm very sorry (insert name here), I was on maternity leave and had no input on who would be filling in for me, and I regret that you were treated the way that you were." I'm pretty sure that's all you can do without making the girl filling in for you feel like a jackass. Or call ahead and tell these people you will be gone for a few months and that this girl is filling in for you. That way, they'll know not to expect YOU when they answer the phone. Smile HTH!
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