The Cash Handover Letter form is a financial accountability document that records the official transfer of petty cash or other valuables from one employee to another. Organizations across many industries use it, including government agencies, healthcare facilities, and retail businesses. Any time a petty cash custodian changes, this form creates a written record that protects both the handing-over officer and the receiving officer.
The form captures four key pieces of information. First, it records the department name and full address. Second, it names both the handing-over officer and the receiving officer, including their positions. Third, it details the cash balance in three parts: the original imprest amount, total expenditures made from the fund, and the remaining balance at the time of transfer. Fourth, it provides a section to itemize any valuables transferred alongside the cash, such as vouchers or supporting receipts.
Both officers must sign the completed form and record the transfer date. Their signatures confirm that both parties agree on the amounts and conditions of the handover. This makes the document valid for internal audit purposes and financial reporting. Without this mutual acknowledgement, resolving any dispute about fund balances becomes far more difficult.
How do you fill out a cash handover form? Open the form above and enter the department details at the top. Record both officers' full names clearly. Enter the original imprest amount, then subtract all documented expenditures to reach the closing balance. If additional valuables are being transferred, list each item in the designated section. Before both parties sign, count the physical cash together to confirm the stated balance matches the written figure. Keep one signed copy for each officer and file the original with the department finance records.
When should you use a cash handover letter? Use it whenever one employee passes full responsibility for a petty cash fund to another. Common situations include end-of-shift handovers in retail settings, staff changeovers in healthcare departments, role transitions within large organizations, and any time an imprest fund custodian takes extended leave. Using the letter each time protects both the incoming and outgoing officer from liability for any undocumented shortfall.
What happens if the cash count does not match the recorded balance? If the physical count differs from the expected figure, both officers should note the discrepancy on the form before signing. Document the exact shortfall or overage, and report it to the department manager immediately. Do not sign the form until both parties have agreed on how the discrepancy will be handled. Accurate documentation at this point protects everyone involved and helps the finance team trace the issue quickly.
A petty cash reconciliation form is often completed alongside this letter to verify that all fund transactions are fully accounted for before the handover takes place. For a broader view of cash controls, a cash drawer count sheet tracks daily opening and closing balances, and a cash receipt records each individual payment made from the fund.
| Question | Answer |
|---|---|
| Form Name | Cash Handover Letter Form |
| Form Length | 1 pages |
| Fillable? | No |
| Fillable fields | 0 |
| Avg. time to fill out | 15 sec |
| Other names | cash handover form, cash handover, simple cash handover format, how to write cash handover letter |
