Handover Notes Sheet
Hand a shift, a job or a role over properly, on the assumption that the person taking it does not yet know what they do not know.
OC-12 1 page
Professional drivers · PD-25
Vehicle Handover Between Drivers
A free printable vehicle handover sheet for drivers — mileage, fuel, keys, kit and damage agreed by both drivers as a shared vehicle changes hands.
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One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Put a name and a time against the state of a shared vehicle, so a dent, an empty tank or a missing sack truck is settled at handover rather than argued about later.
Who it is for
Drivers on double-shifted vans, taxis, buses and HGVs, and the fleet supervisors who have to work out which shift a scrape belongs to.
How to use it
- Fill in the vehicle, date, time and both drivers' names.
- Record the odometer, fuel and warning lights, and count the keys, cards and fobs handed over.
- Walk round together and tick the kit; write every mark or defect in the table as existing or new.
- Both drivers sign; if one is absent, note it, take photographs and sign alone.
What is on the sheet
One page, top to bottom:
Printed under the title: A shared vehicle passing from one driver to the next — mileage, fuel, keys, kit and damage agreed by both at the moment of handover. Walk round together before either signs: damage already there goes in the table as existing, and anything found after signing is the incoming driver's to explain. If the outgoing driver is not present, note that, photograph the vehicle and sign alone.
Write-on lines: Vehicle reg. · Fleet / call sign · Date · Time · Location · Outgoing driver · Incoming driver · Shift or run handed over
State of the vehicle at handover
Write-on lines: Odometer · Fuel gauge (fraction) · AdBlue / charge · Warning lights on · Keys handed over (how many) · Fuel card · Fob / access card · Tacho / driver card removed
Kit checked in the vehicle — tick what is present, note what is missing
- Spare wheel or repair kit
- Jack and wheel brace
- Warning triangle and hi-vis
- First aid kit
- Fire extinguisher
- Straps, blankets or load restraints
- Sack truck or trolley
- Handheld device or PDA
- Vehicle documents folder
- Sat nav and charger
- Cleaning kit
- Torch
Damage and defects — existing or new — agreed by both drivers
Table, 4 rows: Where on vehicle · Description · Existing / new · Photo taken · Reported to
Write-on lines: Outgoing driver signed · Incoming driver signed · Anything the incoming driver disputes
Questions
What if the outgoing driver has already gone home?
Note that on the sheet, photograph the vehicle all round before you move it, and sign alone. The photographs and the time on the sheet do the same job as the second signature.
Do we need one of these at every shift change?
That is your operator's call. The sheet is most useful where the vehicle is shared by several drivers and nobody can otherwise say who had it when.
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