Form library · Facilities and maintenance
Maintenance shift handover template
Transfer the current condition of assets and unfinished maintenance from the outgoing shift to the incoming team. View every question, try the form or download a blank PDF or Word copy.
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What does this template record?
Transfer the current condition of assets and unfinished maintenance from the outgoing shift to the incoming team.
Last updated . Facts checked by the SiteSurvey team on 9 October 2026 against Workflow reference 1.
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Want to see one filled in? See a completed maintenance shift handover report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the maintenance shift handover template
Transfer the current condition of assets and unfinished maintenance from the outgoing shift to the incoming team. 3 sections and 26 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project or site: the project name
Shift details
- Project or site*Short answerFills in from the project name
- Record reference*Short answer
- Record date*Date
- Prepared by*Short answer
- Work area or asset location*Short answer
- Outgoing person or team*Short answer
- Incoming person or team*Short answer
- Outgoing shift started*Short answer
- Outgoing shift ended*Short answer
Assets and open work
- Asset handover entriesRepeat for each entry. Each one asks:
- Asset ID*Short answer
- Recorded asset state*Choose one
- Available
- Restricted
- Unavailable
- Not verified
- Restrictions or unverified condition*NotesShown only when the answers above make it relevant
- Work-order referenceShort answer
- Work completed this shiftNotes
- Next action or no-action explanation*Notes
- Next action owner*Short answer
- Permit / isolation referenceShort answer
- Parts, access or resources awaitedShort answer
- Relevant asset photosPhotos
Transfer of information
- Shift summary and priorities*Notes
- Are questions unresolved?*Choose one
- Yes
- No
- Unresolved questions and who will answer them*NotesShown when “Are questions unresolved?” is “Yes”
- Has the incoming person acknowledged receipt?*Choose one
- Yes
- Not yet
- Acknowledged by*Short answerShown when “Has the incoming person acknowledged receipt?” is “Yes”
- Acknowledgement time*Short answerShown when “Has the incoming person acknowledged receipt?” is “Yes”
- Incoming acknowledgementSignatureShown when “Has the incoming person acknowledged receipt?” is “Yes”
- GuidanceAcknowledgement records receipt of information. It does not release an isolation, close a permit or authorise equipment restart. Follow the site’s applicable procedures.
See it filled in
A completed maintenance shift handover report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Maintenance shift handover FAQs
What should a maintenance shift handover contain?
Record both teams, shift times, asset states, open work, restrictions, reference documents, next actions and the incoming acknowledgement.
How does it differ from a work order?
A work order tracks an individual task. This handover brings together the asset states and unfinished tasks that the incoming shift needs.
How are outstanding defects carried forward?
Add an asset entry with its work-order reference, current condition, next action and owner. Record parts or access still awaited.
Does signing a handover release equipment for use?
No. Acknowledgement records receipt of information. Follow the site procedure for permits, isolations and equipment restart.
Related
Related templates
Templates that go with the maintenance shift handover form
Site diary for one day: weather, labour and plant, work done by area, deliveries, delays, instructions, safety and the plan for tomorrow, with photos.
Job sheet for a reactive or planned job: safety before starting, work done, parts used, tests, outcome and customer sign-off.
Signed record of IT equipment issued to or returned by a member of staff: each item, serial number, condition, setup or leaver checks and both signatures.
Planned maintenance visit: records seen, asset by asset tasks, water temperatures, work done and next visit.
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