Shift handover log for construction: free template, WhatsApp voice note script and QR setup featured image
Templates & Resources

Shift handover log for construction: free template, WhatsApp voice note script and QR setup

TrainAR Team 25 days ago 6 min read

Shift handover log for construction: free template, WhatsApp voice note script and QR setup

Category: Templates & Resources • Niche: handover, shift logs, WhatsApp, voice notes, QR codes, HSE, GDPR

Contents

Day shift foreman handing over to night supervisor at a UK site compound, with checklist, phone voice note and QR code handover poster

Who this is for

This guide is for site managers, foremen and small contractors running day/night shifts or multi‑team jobs who need clean handovers between crews. If you’ve lost time to missing info, callbacks or rework the next morning, set up this simple log and voice note flow.

Quick answer

  • Use a one-page handover log for every shift. Keep it the same across sites so crews know what “good” looks like.
  • Pair it with a 90-second WhatsApp voice note using the script below, and pin the chat for the job.
  • Stick a QR code at the signing-in point that opens the live handover form. Auto-email a PDF to the PM and store a copy in the site folder.
  • Capture the essentials only: status, risks, access, snag list, materials/plant, permits, photos and next actions. No essays.

Free shift handover log template

Copy these fields into your sheet or form app. If you prefer paper, print this section and keep it on a clipboard in the compound.

  • Job and location
  • Date and shift (day/evening/night)
  • Your name and contact
  • Team on shift (roles/agency if relevant)
  • Work done this shift (one-liners)
  • Open snags and quality checks needed
  • Live risks or changes to RAMS (controls in place)
  • Permits and lockouts in place/handed back
  • Temporary works status (scaffold, props, exclusion zones)
  • Access and security notes (keys, codes, barriers)
  • Materials and plant status (arrived, short, off-hired)
  • Client or neighbour notes
  • Photos taken and where stored (folder/link)
  • Next actions for incoming team (bulleted)
  • Sign-off: outgoing lead and incoming lead

Tip: Put “bold prompts” in your form to keep entries short and consistent, for example “Two lines max. Use bullets.”

What to capture in a construction handover

A good handover lets the next crew start work with zero questions.

  • Status: what’s complete, what’s paused and why
  • Risks: anything new or different from RAMS; barriers still required
  • People: who to call if something’s unclear; agency swaps
  • Access: site gates, alarms, welfare, client hours or noise limits
  • Permits: hot works, isolations, confined spaces, working at height
  • Plant and materials: arrivals, shortages, defects, off-hire dates
  • Evidence: where photos and drawings live so the next crew can find them fast

Cross-link with your site diary and RAMS. See our site diary guide for a digital setup that takes minutes, not hours: Construction site diary template: what to include, examples and a fast digital setup.

WhatsApp voice note script crews can follow

Ask the outgoing lead to record a 60–90 second voice note using this script. Post it in the site WhatsApp chat, then tick “posted” on the handover form.

Voice note prompts:

  1. Who and where: “It’s Sam on Plot 14, day shift complete.”
  2. Today’s work: three bullets max.
  3. Live risks: anything new and controls still in place.
  4. Access: keys/codes, alarms, welfare, any restrictions.
  5. Permits/isolations: what’s active and what’s closed.
  6. Snags and next actions: three bullets the night team must hit first.
  7. Contact: “Call me on [number] if anything’s unclear.”

Make it a habit: same time every shift, same format. Pin the message if WhatsApp is your main comms. For bigger teams, a shared inbox like WhatsApp Business can keep continuity.

QR code setup for fast handovers

  • Create the handover form in Google Forms or Microsoft Forms. Mirror the template fields above.
  • Set the form to email responses as a PDF to the PM, site manager and a shared site inbox.
  • Store responses in a Google Sheet or Excel workbook per job.
  • Generate a QR code that opens the form. Print a poster labelled “Handover Log” and place it at the sign-in point and site exit.
  • Add a short URL under the QR for backup when phones struggle.
  • For photos, allow file uploads or ask crews to add a folder link in the form.

This mirrors how we set up QR attendance and inductions here: Site sign-in on construction jobs: QR code vs kiosk and how to set it up.

Example: end-of-shift handover that avoids call-backs

  • Work done: First fix in Flats 2–4 complete; riser 1 bracketed; lift lobby lights isolated.
  • Risks: Temporary edge protection at core landing appears loose; barrier tape renewed; do not remove signs.
  • Access: West gate code changed to 1357; alarm set automatically at 22:00; welfare moved to Cabin B.
  • Permits: Hot works permit closed; isolation permit remains live on DB-L2 until 07:30.
  • Plant/materials: MEWP 19ft off-hired at 17:00; awaiting 110mm bends, ETA 08:30.
  • Photos: Uploaded to Site Folder > Week 40 > 03 Oct.
  • Next actions: 1) Test lights after isolation removal, 2) Pick up snag in Flat 3 bathroom boxing, 3) Check core landing edge protection before starting.

Common mistakes and how to fix them

  • Too much text: force bullets and character limits in the form.
  • No photos: add a mandatory photo upload or folder link field.
  • Hidden info: make access codes and permit status a required field every handover.
  • No accountability: require both outgoing and incoming leads to sign.
  • Scattered storage: standardise one folder path per job; link it in the form header.
  • No follow-through: assign each snag to a person and a shift.

Privacy and records: UK GDPR and HSE expectations

  • Keep personal data to a minimum. Use roles not full names in public posters.
  • Store handovers in your job folder with access for authorised staff only.
  • Retention: align with your site diary and contract record policy. Handovers are evidence.
  • HSE view: near misses and incidents should be recorded and reviewed. Some near-miss events are RIDDOR-reportable if they meet the “dangerous occurrence” list, for example collapse of scaffolding over 5 metres or any falsework collapse. Check HSE’s guidance: Near-miss Book, RIDDOR key definitions and How to report under RIDDOR.

FAQ

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