Maintenance Shift Handover Log Template
A maintenance handover fails when the next shift learns about a locked-out machine or a half-finished repair by finding it. This template gives the outgoing and incoming leads one page to cover what is down, what is in progress, what is locked, and what is needed next.
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Maintenance Shift Handover Log Template
Maintenance Shift Handover
Site: Plant 2 - Machining Date: 2026-10-20 From: Day shift (R. Mehta) To: Afternoon shift (D. Okafor)
Equipment down or degraded
CNC-07: spindle chiller alarm E114, running at reduced duty. Press-03: hydraulic leak at cylinder rod seal, contained with drip tray.
Open jobs in progress
WO 482113 - replace chiller pump on CNC-07, pump on site, 50% complete. WO 482130 - conveyor C-12 belt tracking adjustment, not started.
Locks, tags and permits
LOTO tag 0412 on Press-03 main isolator (hydraulic seal job). Hot work permit closed.
Parts and contractor needs
Rod seal kit for Press-03 on order, ETA tomorrow 10:00. Chiller coolant 20 L to be drawn from stores.
Safety events and near misses
Oil on floor near Press-03, cleaned and barrier placed. No injuries.
Priorities for incoming shift
1. Finish CNC-07 chiller pump. 2. Retest Press-03 after seal change. 3. Close PM 51802 lube round.
Walk-around confirmation
| Item | Reviewed together | Notes |
|---|---|---|
| Machines down | Yes / No | |
| Lockout tags verified on the floor | Yes / No | |
| Work orders updated in CMMS or ERP | Yes / No | |
| Tools and test equipment returned | Yes / No |
Print one copy per shift and keep it with the work order file. Update the work orders in your CMMS or ERP before the walk-around so the log and the system agree.
Handover from live work orders
Ask for a review of how to pull open jobs and lockouts from your ERP into the shift handover automatically.
Optional. The tool and every export work without this. No spam.
How to use the handover log
Fill the outgoing section before the end of shift while the details are fresh, then hold the handover on the floor, not at a desk. Walk past each machine listed under down or degraded, confirm any lock and tag in place, and agree who owns each open job. Both leads sign. Export the document to PDF to store with the day's records, or to Word if your plant wants to edit the layout.
- Write work order numbers, not just machine names
- State percent complete and what remains
- List every active lockout by tag number
- Name parts with an ETA, not just 'on order'
What a good handover contains
The useful handovers are specific. 'Press-03 leaking' tells the next shift nothing; 'Press-03 rod seal leak, isolated at tag 0412, seal kit due 10:00, retest at 100 bar after fit' lets them act. Standards for lockout, such as OSHA 29 CFR 1910.147 in the United States, expect continuity of energy control across shifts, so the active lock list is the single most important block. Safety near misses belong here too, because the shift that saw it is rarely the shift that fixes the cause.
Connecting the log to your ERP or CMMS
The log should mirror, not replace, your work order system. In SAP PM, Infor EAM, Epicor, Oracle EAM or any CMMS, update operation confirmations and statuses before handover so the printed page matches the system. If the two disagree regularly, the handover is hiding a data discipline problem, and that is worth fixing at the work order confirmation step.
Common mistakes
Handovers go wrong in predictable ways. Leaders write them after leaving, skip the walk-around, leave out lockouts because they are 'obvious', or write novels instead of priorities. Keep each entry to a line or two, and put the top three priorities last so the incoming lead sees them clearly.
Frequently Asked Questions
Who should sign the maintenance handover?
Both the outgoing and incoming shift leads sign after a floor walk-around. Many plants also add the maintenance supervisor as a third signature for audit purposes. The signatures show the incoming lead accepted ownership of the open jobs and active locks.
How long should a handover take?
Ten to fifteen minutes is typical for a shift with a handful of open jobs. If it regularly takes longer, the backlog is probably not being triaged, or work orders are not being updated in the system before the shift ends.
Should the handover replace the work order notes?
No. The work order in your CMMS or ERP is the record of work. The handover is a conversation aid that points to those work orders and adds context such as lockouts, parts ETAs and priorities that do not fit neatly in a work order field.
Can I use this for a 24/7 plant?
Yes. Select the outgoing and incoming shifts, keep a copy per handover, and file them by date. Plants with rotating crews often add a crew letter into the lead name field so records show which crew held the information.
If handover notes live in paper binders while work orders live in your ERP, we can help connect them so the next shift sees open jobs, locks and parts status automatically.
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