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Succession Planning Form Template

Streamline Your Succession Strategy with a Ready-Made Form

Unplanned departures can leave your organization vulnerable, but with the right succession planning form, you can ensure a smooth transition. This template is designed for HR professionals and business leaders, helping you identify and prepare future leaders while minimizing disruption. You'll enjoy clear guidance on key roles, actionable strategies for employee development, and a simple way to document your plans for talent continuity. Incorporate compliance with privacy standards and create accessible forms for all. Start using the template now to secure your organization's future.

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Organization name
Department or business unit
Your full name
Your job title
Work email
Date of completion
Role title being planned for
Primary location of the role
Employment type
Full-time
Part-time
Contract
Temporary
Interim
Other
Please Specify:
Is there a current incumbent in this role?
Yes
No
Incumbent name (if applicable)
Estimated time to vacancy
0-3 months
3-6 months
6-12 months
12-24 months
24+ months
Unknown
Anticipated reason for vacancy (select all that apply)
Retirement
Promotion
Resignation risk
Internal transfer
Business growth or new role
Performance management
Contract end
Unknown or undisclosed
Other
Please Specify:
Role criticality to the business
Low
Medium
High
Mission-critical
Not sure
Top 3 key responsibilities
Essential qualifications or certifications
Critical competencies required (select all that apply)
Please Specify:
Risk of incumbent leaving within 12 months
Very low
Low
Moderate
High
Very high
Not sure
Business impact if the role is vacant
Minimal
Minor
Moderate
Major
Severe
Not sure
Is there a single point of failure risk for this role?
Yes
No
Have potential successors been identified?
Yes
No
Primary successor name
Primary successor type
Internal
External
Not sure
Primary successor current role or organization
Primary successor readiness
Ready now
Ready in 6-12 months
Ready in 12-24 months
Ready in 24+ months
Not a fit
Not sure
Key development needs for the primary successor
Alternate successors or external targets (names or profiles)
Preferred succession approach
Direct replacement
Interim cover then permanent
Job redesign
Split responsibilities across roles
Outsource or contractor
Undecided
Other
Please Specify:
Planned development actions in the next 90 days (select all that apply)
Please Specify:
Key knowledge to transfer
Mentors or sponsors identified?
Yes
No
Target date to finalize the succession plan
Estimated budget required for development
None
Under $5,000
$5,000-$20,000
$20,001-$50,000
Over $50,000
To be determined
Has this plan been reviewed with HR?
Yes
No
Has this plan been discussed with the incumbent (if applicable)?
Yes
No
Additional comments or notes
I confirm the information provided is accurate to the best of my knowledge.
True
False
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When to use this form

Use this form when you need a clear, repeatable plan for role coverage and leadership transitions. It helps HR, team leads, and founders prepare for retirements, promotions, or sudden departures. Capture critical responsibilities, likely successors, development needs, and timelines so work does not stall. If a leader is leaving soon, pair your plan with the Employee offboarding checklist form to track tasks, and use the Exit interview form to capture knowledge and contacts. For involuntary or voluntary departures, link outcomes to the Employee separation form to keep records aligned. The result: you reduce risk, protect customer relationships, and keep projects moving while you develop your bench.

Must Ask Succession Planning Questions

  1. What are the critical responsibilities in your role that would lapse if you were unavailable for 30 days?

    This pinpoints single points of failure and must-not-stop work. It guides documentation, coverage, and temporary delegation.

  2. Who are the top 1-3 internal successors for your role, and what is each person's readiness (ready now, 6-12 months, 12+ months)?

    This clarifies bench strength and realistic timelines. You can target coaching and training where the gap is largest.

  3. What concrete development actions and timeline will prepare each successor (training, mentoring, stretch projects)?

    This turns potential into a plan you can track. It helps you budget time and set review checkpoints.

  4. Which approvals, access changes, and HR steps are required to complete the handover?

    Mapping these steps early reduces delays and compliance risk. If a departure is confirmed, route details through the Employee exit form.

  5. What is the interim coverage and communication plan for customers, partners, and your team?

    Clear owners and timelines prevent missed deadlines and mixed messages. Stakeholders know who to contact, and your team stays focused.

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