Facilities · free template

Site Handover Report Form

Hand a site between shifts or contractors with open jobs, isolations and outstanding risks written down.

A ready-to-use facilities & property management form for small teams who need a reliable intake process: 25 questions, 3 pages, 6 conditional rules.

Questions: 25
Pages: 3
Layouts: classic
Conditional rules: 6
Typical time: 7 min

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This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.

Page 1 of 3 — Handover details

Every question on this page is currently visible.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

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.

1Press “Use this template” — a fresh copy of Site Handover Report Form lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
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.
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.
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.

About this template

Handovers go wrong in the gap between what the outgoing supervisor remembers and what the incoming one is told, so this form makes that gap visible. It names both people and the exact time control passes, then works through the state of the site in the order it matters overnight: live permits still open, isolations still in place, plant running abnormally, areas out of use, and any contractor still on site along with when they are expected to leave. Each of those answers has a follow-up when the answer is not clean — an open permit requires its reference and expiry time, a live isolation requires the isolation point and who holds the lock, and a contractor still on site requires their contact number. Incidents, near misses and complaints during the shift are recorded separately from routine work so they do not disappear into a general notes field. Deliveries expected, alarms tested or silenced, and any keys or access cards not returned are captured because they are the small items that become the next shift's first problem. Both supervisors sign, which converts the report from a note into an accepted transfer of responsibility.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Handover details

Siterequired
Daterequired
Shiftrequired
Outgoing supervisorrequired
Incoming supervisorrequired
Time of handoverrequired

Page 3 — Events and outstanding items

Did any incident or near miss occur this shift?required
Describe the incident and what was done
Work completed this shiftrequired
Outstanding items for the next shiftrequired
Deliveries or visitors expected
Any keys or access cards not returned?required
Outgoing supervisor signaturerequired
Incoming supervisor signaturerequired

25 questions in total.

How the form changes as it's filled in

This template ships with 6 conditional rules, grouped into 6 behaviours driven by 5 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Are any permits still open?”

Makes answers required
If “Are any permits still open?” is Yes, “Open permit references and expiry times” becomes required before the form can be submitted.

Driven by “Are any isolations still in place?”

Makes answers required
If “Are any isolations still in place?” is Yes, “Isolation points and who holds the lock” becomes required before the form can be submitted.

Driven by “Is any contractor still on site?”

Makes answers required
If “Is any contractor still on site?” is Yes, “Contractor name and contact number” becomes required before the form can be submitted.
Reveals questions
If “Is any contractor still on site?” is Yes, the form reveals “Expected departure time”.

Driven by “Did any incident or near miss occur this shift?”

Makes answers required
If “Did any incident or near miss occur this shift?” is Yes, “Describe the incident and what was done” becomes required before the form can be submitted.

Driven by “Are any areas out of use?”

Makes answers required
If “Are any areas out of use?” is Yes, “Which areas and why” becomes required before the form can be submitted.

Set it up step by step

1
Copy the template
Rename it for the site and set it as the standing end-of-shift task.
2
Match it to your shift pattern
Adjust the Shift dropdown to your real pattern so reports can be filtered by shift rather than by guesswork.
3
Complete it before the incoming team arrives
The report should be written during the last thirty minutes of the shift, not afterwards.
4
Read it together
Walk the outstanding items with the incoming supervisor and have them sign on the same submission.
5
Review the pattern weekly
Repeated open permits or repeated isolations across shifts point at a process problem, not a person.

Mistakes to avoid

Handing over verbally at the van and writing the report an hour later from memory.
Listing open permits without saying which are still live at the moment of handover.
Omitting the small stuff — a propped door, a missing key — which is usually what goes wrong overnight.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Send the report to the incoming supervisor before they start, and open the next shift by reviewing the outstanding items on it.

Works in this layout

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Frequently asked questions

Does a handover need a signature from both sides?

It is worth it. The second signature is what makes the transfer of responsibility explicit rather than assumed.

What if nothing happened during the shift?

Submit it anyway. A quiet shift recorded as quiet is evidence; a missing report is a gap in the chain.

Can contractors complete this?

For contractor-to-contractor handovers, yes. Add their company to the outgoing supervisor field and keep the same structure.

How does it work with permits?

Any permit still open at handover must be listed with its reference and expiry, so the incoming supervisor knows exactly which jobs remain live.

Should incidents be recorded here or separately?

Both. Record the fact and the immediate action here so the incoming shift knows, and raise your full incident report through your usual route.

Is the Site Handover Report Form template free to use?

Yes. You can preview and test Site Handover Report Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Site Handover Report Form template ask for?

It asks 25 questions across 3 pages, 17 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Site Handover Report Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this facilities & property management form work?

6 conditional rules ship with the template: 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. All rules are editable in the Logic tab.

Where do responses to the Site Handover Report Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Site Handover Report Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

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Related categories

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