Lontra HR · Working template
Departing colleague knowledge capture worksheet
Prepare one reviewed task card for a specific task the next colleague will need to perform.
Use this worksheet with a fictional example first, then adapt it to your organization’s process. Keep personal or confidential information in your authorized systems.
- Complete the brief with the departing colleague and receiving owner before the interview.
- Use one recent task as the thread and follow up at decisions or exceptions.
- Keep confidential details in the authorized source location and record a permitted reference.
- Ask the contributor to correct the draft and the process owner to confirm its intended use.
- Test the reviewed card with the successor and retain the open questions with their owners.
Click a cell to edit it locally. Print or save as PDF to keep your completed copy. Changes are not sent to a server.
| Interview topic | Prompt to ask | Record and review |
|---|---|---|
| Upcoming work | Which task will someone need to perform after your transition? | Task, date or trigger, receiving owner |
| Recent case | Walk through the last time you did it. | Sequence and permitted source reference |
| Decision cues | What did you notice before choosing that step? | Observable cue and reason for the choice |
| Exception | When would the normal approach be unsuitable? | Boundary, approval and escalation role |
| Dependencies | Which access, information or help must be available? | Source owner and successor access check |
| Contacts | Who can answer the next question after you leave? | Role and maintained contact route |
| Review | What needs correction or confirmation in this account? | Contributor correction and process-owner decision |
| Successor test | Can the next person work through an approved case? | Gap found, revision owner and next review |
Prepared by Lontra HR Editorial · 10 November 2026 · Editorial review copy. Filled examples, where present, are fictional and demonstrate the method.