Shift Handover Log

Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.

What a shift handover log is

A shift handover log captures the handover between shifts: the state of operations, open permits, equipment issues, incidents and anything outstanding, so the incoming team starts with a clear picture and nothing important is lost at the change of shift.

This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what the handover covers and how it is recorded.

Purpose

• Pass on the state of operations between shifts.
• Highlight open permits, issues and ongoing work.
• Make sure safety-critical information is not lost.
• Provide a record of what was handed over and when.

Who maintains it

• The outgoing supervisor or operator records the handover.
• The incoming team confirms receipt.
• A site or operations lead reviews the process.
• The employer decides what the handover must cover.

When it is used

• At every change of shift.
• When open permits or issues span shifts.
• After an incident that the next shift must know about.
• During reviews of handover quality.

Typical fields

• Date, shift and the people handing over and taking over.
• State of operations and ongoing work.
• Open permits, equipment issues and incidents.
• Outstanding actions for the incoming shift.
• Confirmation that the handover was received.
• Example columns only — adapt to your operation and the applicable law.

Common mistakes

• Rushing the handover, so issues are missed.
• Not flagging open permits across the shift change.
• No confirmation that the incoming shift received it.
• Vague entries that leave the next team guessing.

Document workflow

A shift handover log connects the operational records across time: it carries forward open permits from the permit register, equipment issues from maintenance and defect records, and incidents from the incident log, so the next shift can act on them. A handed-over issue may trigger a corrective action.

See the related documents below for what is commonly used with and completed after a shift handover entry.

Retention (high level)

Handover records are generally kept for a period the employer sets to support operations and any investigation, in line with its obligations. This page does not state a required period — confirm with the applicable law and the official authority.

Completing and sharing as a PDF

A shift handover log is often kept in a system or book and exported to PDF for records. Exporting to PDF supports the record; it does not make it official or prove compliance.

Employer checklist

• Define what every handover must cover.
• Make sure open permits and issues are carried forward.
• Require confirmation that the handover was received.
• Review handover quality, especially after incidents.

Worker notes

• Give and take a thorough handover at the shift change.
• Flag open permits, issues and incidents clearly.
• Confirm you have received and understood the handover.

Country considerations

Handover practice varies by sector and country, with safety-critical industries having specific expectations, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.

Confirm current requirements with the official authority for your country and a qualified professional.

Who is responsible

The employer is responsible for a sound handover process and for compliance. This page is an educational overview with a template example; it does not make an operation compliant and does not transfer responsibility.