Source: frameworks/kit-team-leave-transition/05-team-leave-transition-output-skill.md
Team Leave Transition Kit — Output Skill
Document Identity
- What it produces: Three HTML documents (Handoff Template, Coverage Plan, Client Communication)
- Who uses it: Advisory OS consultants building leave transition packages for clients
- Audience: Client's firm owner/manager — these are internal operational documents, not client-facing deliverables
- Theme: Light (clean, printable, paste-into-Google-Docs friendly)
How to Use This Skill
- Read the client's reference data (team roster, role titles, system names)
- Determine leave type and dates
- Copy each template below
- Replace all
{{PLACEHOLDERS}} with client-specific information
- Adapt sections to match the firm's service lines (tax, bookkeeping, advisory, audit, etc.)
- Run QC checklist (04) before delivering
Placeholders
| Placeholder | Replace With |
|---|
{{PERSON_NAME}} | Departing team member's full name |
{{PERSON_TITLE}} | Their role/title |
{{FIRM_NAME}} | Client's firm name |
{{LEAVE_TYPE}} | Paternity, maternity, medical, sabbatical, etc. |
{{LEAVE_START}} | First day of leave |
{{LEAVE_REASON}} | Brief reason (e.g., "as my wife and I welcome our first baby") |
{{EXPECTED_RETURN}} | Expected return date or timeframe |
{{DUE_DATE}} | Handoff document due date (day before leave) |
{{SYSTEM_NAME}} | Practice management system (Financial Cents, Karbon, etc.) |
{{COMM_PLATFORM}} | Client communication platform (Liscio, email, etc.) |
{{OWNER_NAME}} | Firm owner / principal name |
{{COVERINGPERSON1}} | Primary covering team member name |
{{COVERINGROLE1}} | Their role |
{{COVERINGPERSON2}} | Secondary covering team member (if applicable) |
{{TRIAGE_PERSON}} | Person routing inbound client messages |
{{EXTERNAL_DEADLINE}} | Any hard external deadline during leave (e.g., "April 15 tax deadline") |
{{WORKAROUND_DESC}} | Description of departing person's personal notes workaround |
Template 1: Handoff Document
<!DOCTYPE html>
<html>
<head>
<meta charset="UTF-8">
<style>
body { font-family: Arial, sans-serif; max-width: 800px; margin: 40px auto; padding: 0 20px; color: #333; line-height: 1.6; }
h1 { font-size: 22px; border-bottom: 2px solid #333; padding-bottom: 8px; }
h2 { font-size: 18px; margin-top: 32px; color: #1a1a1a; border-bottom: 1px solid #ccc; padding-bottom: 4px; }
table { border-collapse: collapse; width: 100%; margin: 16px 0; }
th, td { border: 1px solid #ccc; padding: 8px 12px; text-align: left; font-size: 14px; }
th { background-color: #f5f5f5; font-weight: bold; }
.meta { background: #f9f9f9; padding: 12px 16px; border-left: 4px solid #e74c3c; margin: 16px 0; font-size: 14px; }
.note { background: #fff8e1; padding: 12px 16px; border-left: 4px solid #f0ad4e; margin: 16px 0; font-size: 14px; }
.instructions { font-style: italic; color: #555; font-size: 14px; margin: 8px 0 16px 0; }
ul.checklist { list-style: none; padding-left: 4px; }
ul.checklist li::before { content: "\2610 "; }
</style>
</head>
<body>
<h1>{{PERSON_NAME}} — {{LEAVE_TYPE}} Leave Handoff Document</h1>
<div class="meta">
<strong>Due:</strong> {{DUE_DATE}} (end of day)<br>
<strong>Leave starts:</strong> {{LEAVE_START}}
</div>
<div class="note">
<strong>{{OWNER_NAME}}</strong> — this is the document {{PERSON_NAME}} needs to complete before leaving. Every item must be entered in {{SYSTEM_NAME}}. If it's in personal notes and not in {{SYSTEM_NAME}}, it doesn't count. Walk through this together before {{LEAVE_START}}.
</div>
<h2>Section 1: Open Client Items</h2>
<p class="instructions">For each client {{PERSON_NAME}} is actively working on:</p>
<table>
<tr>
<th>Client Name</th>
<th>Open Item / Task</th>
<th>Promise Made</th>
<th>Due Date</th>
<th>Current Status</th>
<th>Where in {{SYSTEM_NAME}}</th>
</tr>
<tr><td> </td><td></td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td><td></td></tr>
</table>
<p class="instructions"><strong>Instructions for {{PERSON_NAME}}:</strong> Pull this from {{SYSTEM_NAME}}, not personal notes. If something is in your personal notes but not in {{SYSTEM_NAME}}, add it to {{SYSTEM_NAME}} first, then list it here.</p>
<!-- ADAPT THIS SECTION TO THE FIRM'S SERVICE LINES -->
<h2>Section 2: Project / Service Status by Client</h2>
<p class="instructions">Categorize every client by current status. Adapt columns to the firm's service lines.</p>
<table>
<tr>
<th>Client Name</th>
<th>Status</th>
<th>What's Needed</th>
<th>Who Handles During Leave</th>
<th>Notes</th>
</tr>
<tr><td> </td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td></tr>
</table>
<h2>Section 3: Advisory / Escalation Items</h2>
<p class="instructions">Items requiring professional judgment (not routine execution):</p>
<table>
<tr>
<th>Client Name</th>
<th>Issue</th>
<th>Context {{PERSON_NAME}} Has</th>
<th>Decision Needed By</th>
<th>{{OWNER_NAME}} Briefed?</th>
</tr>
<tr><td> </td><td></td><td></td><td></td><td>Y / N</td></tr>
<tr><td> </td><td></td><td></td><td></td><td>Y / N</td></tr>
<tr><td> </td><td></td><td></td><td></td><td>Y / N</td></tr>
</table>
<h2>Section 4: Recurring Commitments During Leave Period</h2>
<table>
<tr>
<th>Commitment</th>
<th>Frequency</th>
<th>Client(s)</th>
<th>Who Covers</th>
<th>Handoff Notes</th>
</tr>
<tr><td> </td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td></tr>
<tr><td> </td><td></td><td></td><td></td><td></td></tr>
</table>
<h2>Section 5: Personal Notes Transfer</h2>
<div class="note">
<strong>This is the critical section.</strong> {{WORKAROUND_DESC}}. Everything in those notes needs to be migrated into {{SYSTEM_NAME}} before {{LEAVE_START}}.
</div>
<p><strong>{{PERSON_NAME}} — go through your personal notes and for each item:</strong></p>
<ul class="checklist">
<li>Is it already in {{SYSTEM_NAME}}? If yes, skip.</li>
<li>If not, create the task/project in {{SYSTEM_NAME}} now.</li>
<li>Assign it to the right covering person.</li>
<li>Add context so the covering person can act without calling you.</li>
</ul>
<p><strong>{{OWNER_NAME}} — verify this is done.</strong> Spot-check 3-5 items. Pull up {{SYSTEM_NAME}} and confirm.</p>
<h2>Section 6: Communication & Access</h2>
<table>
<tr><th>Item</th><th>Status</th></tr>
<tr><td>Client communication blast sent?</td><td>Yes / No</td></tr>
<tr><td>Out-of-office set up (email)?</td><td>Yes / No</td></tr>
<tr><td>{{COMM_PLATFORM}} notifications — who monitors {{PERSON_NAME}}'s threads?</td><td></td></tr>
<tr><td>{{SYSTEM_NAME}} tasks reassigned?</td><td>Yes / No</td></tr>
<tr><td>Phone availability during leave?</td><td></td></tr>
<tr><td>Emergency-only contact method?</td><td></td></tr>
</table>
<h2>Sign-Off</h2>
<table>
<tr><th></th><th>Name</th><th>Date</th></tr>
<tr><td>Prepared by</td><td>{{PERSON_NAME}}</td><td></td></tr>
<tr><td>Reviewed by</td><td>{{OWNER_NAME}}</td><td></td></tr>
</table>
<p><strong>This document is complete when:</strong></p>
<ol>
<li>Every section above is filled in</li>
<li>Every open item has a corresponding {{SYSTEM_NAME}} entry</li>
<li>{{OWNER_NAME}} has spot-checked against {{SYSTEM_NAME}}</li>
<li>Client communication blast has been sent</li>
</ol>
</body>
</html>
Template 2: Coverage Plan
<!DOCTYPE html>
<html>
<head>
<meta charset="UTF-8">
<style>
body { font-family: Arial, sans-serif; max-width: 800px; margin: 40px auto; padding: 0 20px; color: #333; line-height: 1.6; }
h1 { font-size: 22px; border-bottom: 2px solid #333; padding-bottom: 8px; }
h2 { font-size: 18px; margin-top: 32px; color: #1a1a1a; border-bottom: 1px solid #ccc; padding-bottom: 4px; }
h3 { font-size: 16px; margin-top: 24px; }
table { border-collapse: collapse; width: 100%; margin: 16px 0; }
th, td { border: 1px solid #ccc; padding: 8px 12px; text-align: left; font-size: 14px; }
th { background-color: #f5f5f5; font-weight: bold; }
.meta { background: #f9f9f9; padding: 12px 16px; border-left: 4px solid #e74c3c; margin: 16px 0; font-size: 14px; }
.plan-header { padding: 10px 16px; color: #fff; font-size: 16px; font-weight: bold; margin-top: 32px; }
.plan-a { background-color: #27ae60; }
.plan-b { background-color: #f39c12; }
.plan-c { background-color: #e74c3c; }
.risk { display: inline-block; padding: 2px 10px; border-radius: 4px; color: #fff; font-size: 13px; font-weight: bold; }
.risk-low { background: #27ae60; }
.risk-med { background: #f39c12; }
.risk-high { background: #e74c3c; }
.note { background: #fff8e1; padding: 12px 16px; border-left: 4px solid #f0ad4e; margin: 16px 0; font-size: 14px; }
</style>
</head>
<body>
<h1>{{PERSON_NAME}} — {{LEAVE_TYPE}} Leave Coverage Plan</h1>
<div class="meta">
<strong>Leave start:</strong> {{LEAVE_START}}<br>
<strong>Expected return:</strong> {{EXPECTED_RETURN}}<br>
<!-- Add any external deadline if applicable -->
</div>
<!-- PLAN A -->
<div class="plan-header plan-a">Plan A — Best Case ({{PLAN_A_DURATION}})</div>
<p><strong>Scenario:</strong> {{PLAN_A_SCENARIO}}</p>
<h3>Coverage</h3>
<table>
<tr><th>Function</th><th>Covered By</th><th>Authority Level</th></tr>
<!-- Add rows for each function the departing person owns -->
<tr><td></td><td></td><td></td></tr>
<tr><td></td><td></td><td></td></tr>
<tr><td></td><td></td><td></td></tr>
</table>
<h3>Decision Authority</h3>
<table>
<tr><th>CAN Do Independently</th><th>MUST Escalate to {{OWNER_NAME}}</th></tr>
<tr><td></td><td></td></tr>
</table>
<p><span class="risk risk-low">LOW RISK</span></p>
<!-- PLAN B -->
<div class="plan-header plan-b">Plan B — Realistic ({{PLAN_B_DURATION}})</div>
<p><strong>Scenario:</strong> {{PLAN_B_SCENARIO}}</p>
<h3>Additional Coverage (on top of Plan A)</h3>
<table>
<tr><th>Function</th><th>Covered By</th><th>Notes</th></tr>
<tr><td></td><td></td><td></td></tr>
<tr><td></td><td></td><td></td></tr>
</table>
<h3>Additional Actions Required</h3>
<ol>
<li><strong>Second client communication:</strong> If {{PERSON_NAME}} isn't back by Plan A end date, send follow-up to clients.</li>
<li><strong>{{COVERING_PERSON_1}} capacity check:</strong> Can they sustain doubled load for 2 weeks?</li>
<li><strong>{{OWNER_NAME}} capacity:</strong> Protect calendar — cancel or shorten non-essential meetings.</li>
</ol>
<p><span class="risk risk-med">MEDIUM RISK</span></p>
<!-- PLAN C -->
<div class="plan-header plan-c">Plan C — Worst Case ({{PLAN_C_DURATION}})</div>
<p><strong>Scenario:</strong> {{PLAN_C_SCENARIO}}</p>
<h3>Critical Actions</h3>
<table>
<tr><th>Action</th><th>Owner</th><th>Deadline</th></tr>
<tr><td>Full client reassignment</td><td>{{OWNER_NAME}}</td><td></td></tr>
<tr><td></td><td></td><td></td></tr>
</table>
<h3>Client Triage</h3>
<table>
<tr><th>Tier</th><th>Criteria</th><th>Action</th></tr>
<tr><td><strong>A — Active & complex</strong></td><td></td><td>{{OWNER_NAME}} handles personally</td></tr>
<tr><td><strong>B — Routine & in-progress</strong></td><td></td><td>{{COVERING_PERSON_1}} + support team continue</td></tr>
<tr><td><strong>C — Stable & low-touch</strong></td><td></td><td>{{TRIAGE_PERSON}} sends holding communication</td></tr>
</table>
<h3>Emergency Protocol</h3>
<ul>
<li>{{PERSON_NAME}}'s phone is for true emergencies only</li>
<li>{{OWNER_NAME}} is the single point of escalation</li>
<li>Team does NOT contact {{PERSON_NAME}} directly — goes through {{OWNER_NAME}}</li>
</ul>
<p><span class="risk risk-high">HIGH RISK</span></p>
<!-- IMMEDIATE ACTIONS -->
<h2>Immediate Actions (Before {{LEAVE_START}})</h2>
<table>
<tr><th>#</th><th>Action</th><th>Owner</th><th>Due</th></tr>
<tr><td>1</td><td>Complete handoff document (all items in {{SYSTEM_NAME}})</td><td>{{PERSON_NAME}}</td><td>{{DUE_DATE}}</td></tr>
<tr><td>2</td><td>Spot-check {{SYSTEM_NAME}} against personal notes</td><td>{{OWNER_NAME}}</td><td>{{DUE_DATE}}</td></tr>
<tr><td>3</td><td>Send client communication blast</td><td>{{PERSON_NAME}}</td><td>{{DUE_DATE}}</td></tr>
<tr><td>4</td><td>Reassign {{SYSTEM_NAME}} tasks</td><td>{{PERSON_NAME}} + {{OWNER_NAME}}</td><td>{{DUE_DATE}}</td></tr>
<tr><td>5</td><td>Set up out-of-office (email)</td><td>{{PERSON_NAME}}</td><td>{{DUE_DATE}}</td></tr>
<tr><td>6</td><td>Brief {{COVERING_PERSON_1}} on coverage expectations</td><td>{{OWNER_NAME}}</td><td>{{DUE_DATE}}</td></tr>
<tr><td>7</td><td>Confirm {{TRIAGE_PERSON}} knows to route {{PERSON_NAME}}'s messages</td><td>{{OWNER_NAME}}</td><td>{{DUE_DATE}}</td></tr>
</table>
<!-- CHECK-IN SCHEDULE -->
<h2>Check-In Schedule During Leave</h2>
<table>
<tr><th>Date</th><th>Action</th></tr>
<!-- Customize dates based on leave start and expected duration -->
<tr><td></td><td></td></tr>
<tr><td></td><td></td></tr>
<tr><td></td><td></td></tr>
</table>
<!-- DECISION -->
<h2>Decision: Which Plan Are We In?</h2>
<div class="note">
<strong>Checkpoint — {{OWNER_NAME}} asks {{PERSON_NAME}} one question:</strong><br><br>
"Are you coming back this week, next week, or do you need more time?"<br><br>
<strong>This week</strong> → Plan A (proceed normally)<br>
<strong>Next week</strong> → Plan B (send second client communication, protect calendar)<br>
<strong>Need more time</strong> → Plan C (full reassignment, triage)
</div>
</body>
</html>
Template 3: Client Communication
<!DOCTYPE html>
<html>
<head>
<meta charset="UTF-8">
<style>
body { font-family: Arial, sans-serif; max-width: 800px; margin: 40px auto; padding: 0 20px; color: #333; line-height: 1.6; }
h1 { font-size: 22px; border-bottom: 2px solid #333; padding-bottom: 8px; }
h2 { font-size: 18px; margin-top: 32px; color: #1a1a1a; border-bottom: 1px solid #ccc; padding-bottom: 4px; }
.meta { background: #f9f9f9; padding: 12px 16px; border-left: 4px solid #3498db; margin: 16px 0; font-size: 14px; }
.template-box { background: #f9f9f9; border: 1px solid #ddd; padding: 20px 24px; margin: 16px 0; font-size: 14px; }
.template-box p { margin: 8px 0; }
.subject-line { font-weight: bold; font-size: 15px; margin-bottom: 12px; }
.placeholder { background: #fff3cd; padding: 1px 6px; border-radius: 3px; font-weight: bold; }
.note { background: #fff8e1; padding: 12px 16px; border-left: 4px solid #f0ad4e; margin: 16px 0; font-size: 14px; }
.internal { background: #eef6ff; border: 1px solid #b8d4f0; padding: 20px 24px; margin: 16px 0; font-size: 14px; }
hr { border: none; border-top: 1px solid #eee; margin: 32px 0; }
</style>
</head>
<body>
<h1>Client Communication — {{PERSON_NAME}} {{LEAVE_TYPE}} Leave</h1>
<div class="meta">
<strong>Send by:</strong> {{DUE_DATE}}<br>
<strong>Send via:</strong> {{COMM_PLATFORM}} (to all {{PERSON_NAME}}'s active clients)<br>
<strong>Sent by:</strong> {{PERSON_NAME}}
</div>
<h2>Option A: Standard (Recommended)</h2>
<div class="template-box">
<p class="subject-line">Subject: Temporary coverage update — {{PERSON_NAME}}</p>
<p>Hi <span class="placeholder">[Client Name]</span>,</p>
<p>I wanted to let you know that I'll be on {{LEAVE_TYPE}} leave starting {{LEAVE_START}} {{LEAVE_REASON}}.</p>
<p><strong>Your current status:</strong></p>
<ul>
<li><span class="placeholder">[Customize per client — specific project/service status]</span></li>
</ul>
<p><strong>If you need something while I'm out:</strong></p>
<ul>
<li><strong>{{COVERING_ROLE_1}} questions:</strong> {{COVERING_PERSON_1}} is your point of contact. You can reach them through {{COMM_PLATFORM}} as usual.</li>
<li><strong>Advisory or urgent questions:</strong> {{OWNER_NAME}} is available for anything that needs immediate attention.</li>
<li><strong>General questions:</strong> Send a message through {{COMM_PLATFORM}} and our team will route it to the right person.</li>
</ul>
<p>I expect to be back <span class="placeholder">[timeframe]</span>. You'll hear from me when I'm settled in.</p>
<p>Thank you for your understanding — I'll be back soon.</p>
<p>{{PERSON_NAME}}, {{PERSON_TITLE}}<br>{{FIRM_NAME}}</p>
</div>
<hr>
<h2>Option B: Shorter / More Casual</h2>
<div class="template-box">
<p class="subject-line">Subject: Quick update — out on {{LEAVE_TYPE}} leave starting {{LEAVE_START}}</p>
<p>Hi <span class="placeholder">[Client Name]</span>,</p>
<p>I'll be on {{LEAVE_TYPE}} leave starting {{LEAVE_START}}.</p>
<p>While I'm out:</p>
<ul>
<li><strong>{{COVERING_ROLE_1}} questions</strong> → {{COVERING_PERSON_1}} (via {{COMM_PLATFORM}})</li>
<li><strong>Everything else</strong> → {{OWNER_NAME}} (via {{COMM_PLATFORM}})</li>
</ul>
<p>Your <span class="placeholder">[specific status]</span>. Nothing falls through the cracks.</p>
<p>I'll be back <span class="placeholder">[timeframe]</span>.</p>
<p>{{PERSON_NAME}}, {{PERSON_TITLE}}<br>{{FIRM_NAME}}</p>
</div>
<hr>
<h2>Execution Notes for {{PERSON_NAME}}</h2>
<div class="note">
<ol>
<li><strong>Do NOT send as one mass message.</strong> Send individually or in small batches so each client sees their name and specific status.</li>
<li><strong>Customize the status line</strong> for each client.</li>
<li><strong>Save a copy of each sent message</strong> — {{COMM_PLATFORM}} should log these automatically.</li>
<li><strong>Clients with open advisory items:</strong> Add a line: "I've briefed {{OWNER_NAME}} on <span class="placeholder">[specific item]</span> so they can pick up where we left off."</li>
</ol>
</div>
<hr>
<h2>Internal Notification (Separate — to Team)</h2>
<div class="internal">
<p>Team — {{PERSON_NAME}} is on {{LEAVE_TYPE}} leave starting {{LEAVE_START}}. Here's how we're handling coverage:</p>
<ul>
<li><strong>{{COVERING_ROLE_1}} ({{PERSON_NAME}}'s clients):</strong> {{COVERING_PERSON_1}} — you own these.</li>
<li><strong>Client communication ({{COMM_PLATFORM}} triage):</strong> {{TRIAGE_PERSON}} — route any of {{PERSON_NAME}}'s inbound messages to {{COVERING_PERSON_1}} or me.</li>
<li><strong>Escalations:</strong> Come to me. Do not contact {{PERSON_NAME}} unless I tell you to.</li>
</ul>
<p>{{PERSON_NAME}} has completed their handoff document in {{SYSTEM_NAME}}. If you can't find something, check {{SYSTEM_NAME}} first, then ask me.</p>
<p>Let's make this smooth. {{PERSON_NAME}} deserves to be present with their family.</p>
<p>— {{OWNER_NAME}}</p>
</div>
</body>
</html>
Update Rules
- After each use: Note any sections that needed significant adaptation — feed back into the templates
- Do not modify the three-document structure (handoff, coverage, communication) — this is the proven set
- Do adapt service-line-specific sections (tax status table, project status table) to match each client's firm
- Golden example (03) should be updated when a cleaner real-world example is produced