Site Handover Report Form — shared by the community

Who this template is for

Site Handover Report Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

• Small teams who need a reliable intake process working in facilities & property management.
• Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
• Anyone replacing chasing missing details over email with one structured record per enquiry.
• Respondents are the people you send it to — the form asks them 25 questions across 3 screens.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

• 17 questions are required, so submissions arrive complete instead of needing a follow-up email.
• It records a signature you can keep as proof of agreement.
• It pins the request to a specific date.
• Conditional logic hides 6 questions until they are relevant — shorter forms convert better than long ones.
• Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
• Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1. 1Press “Use this template” — a fresh copy of Site Handover Report Form lands in your workspace, ready to edit.
2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 6 conditional rules ship with it.

• Features conditional validation: if “Are any permits still open?” is Yes, “Open permit references and expiry times” becomes mandatory before the form can be sent.
• Features conditional validation: if “Are any isolations still in place?” is Yes, “Isolation points and who holds the lock” becomes mandatory before the form can be sent.
• Features conditional validation: if “Is any contractor still on site?” is Yes, “Contractor name and contact number” becomes mandatory before the form can be sent.
• Features advanced show logic: if “Is any contractor still on site?” is Yes, the form dynamically exposes “Expected departure time”. Otherwise that question never appears.
• Features conditional validation: if “Did any incident or near miss occur this shift?” is Yes, “Describe the incident and what was done” becomes mandatory before the form can be sent.
• Features conditional validation: if “Are any areas out of use?” is Yes, “Which areas and why” becomes mandatory before the form can be sent.
• All 6 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.