How to write a crew handoff for a recurring site

Lead with what the incoming worker needs to act on

A crew handoff should state the site, date, work completed, exceptions and next action. Put urgent changes first. The incoming worker should be able to distinguish a standing instruction from a temporary observation without calling the previous crew.

1. Identify the visit and the affected area

Name the property and use a specific area label. “Rear loading bay” is more useful than “around back.” Include the date of the observation and the person who can clarify it. Avoid including personal information that is unrelated to the work.

2. Separate completed work from exceptions

Write what was done, what was not done and why. Do not use “finished” when an area could not be accessed. Distinguish an agreed exclusion from unfinished work that still needs action.

• Completed: areas or tasks actually finished.
• Not completed: the specific area and the reason.
• Changed: access, equipment or instructions that affect the next visit.
• Unresolved: the issue, responsible contact and how they were notified.

3. Add evidence that can be understood later

Photograph an overview and a relevant detail where appropriate and permitted. Pair each photo with a location and observation. Record “panel cover visibly damaged” rather than a diagnosis you have not established. Use the company’s urgent reporting process when a note alone is insufficient.

4. Confirm the handoff and maintain the standing record

Ask the next worker to confirm critical changes through your normal communication channel. Update the site description when an instruction becomes permanent. Keep visit notes dated, and record the eventual outcome of an unresolved item. SiteSight can hold this information with the job; acknowledgment and task assignment remain part of your team process.

A worked example

“September 15, west office wing. Reception and corridors completed; meeting room W2 occupied and not serviced. Building contact will confirm room availability with the supervisor. Bring the replacement vacuum attachment; the on-site attachment was reported damaged. Next crew: confirm access and equipment before departure.” This gives the next worker clear preparation without claiming the entire site was finished.