Standard Operating Procedure (SOP)
Shift Handover – Maintenance Department
1. Purpose
To establish a standardized procedure for the transfer of responsibilities, information, and
tasks between maintenance shifts, ensuring safe, reliable, and continuous operations.
2. Scope
This SOP applies to all maintenance personnel (electrical, mechanical, HVAC, utilities, and
support teams) involved in shift operations across all three shifts (Morning, Afternoon,
Night).
3. Responsibilities

Outgoing Shift Supervisor
• Completes the shift handover log.
• Provides a detailed verbal briefing to the incoming shift.
• Ensures all ongoing work is left in a safe condition.
• Highlights any unresolved safety issues or escalations.

Incoming Shift Supervisor
• Reviews the handover log.
• Seeks clarification on any unclear items before assuming responsibility.
• Signs acknowledgment of handover completion.

Maintenance Staff
• Report job progress, abnormalities, and safety concerns to their supervisor prior to
handover.
• Ensure tools and equipment are returned or reported if under use.
4. Procedure
1. 1. Preparation (Outgoing Shift)
Update the Shift Handover Log (work orders, equipment status, hazards, spares,
manpower). Verify active PTW/LOTO. Confirm housekeeping in all work areas.
2. 2. Face-to-Face Handover
Supervisors meet 15 minutes before shift change. Discuss all ongoing jobs, pending work,
equipment status, hazards, manpower issues, and instructions.
3. 3. Critical Information Exchange
Outgoing supervisor must highlight:
• Ongoing Work Orders / Jobs.
• Equipment Condition.
• Safety & Hazards.
• Pending / Priority Work.
• Spare Parts & Tools.
• Administrative Updates.
4. 4. Documentation & Sign-Off
Both supervisors sign the Shift Handover Log. Logs are stored in CMMS or logbook for 30
days.
5. 5. Escalation
Unresolved issues must be immediately reported to the Maintenance Manager / Duty
Engineer.
5. Safety Requirements
• Ensure all jobs left incomplete are in a safe state.
• All active PTW/LOTO must be clearly documented and communicated.
• No technician leaves the site until properly relieved.
6. Records
• Shift Handover Log (Form No. MNT-SHF-001).
• Signatures of outgoing and incoming supervisors.
7. References
• ISO 9001 – Quality Management.
• ISO 45001 – Occupational Health & Safety.
• NFPA 70B – Recommended Practice for Electrical Equipment Maintenance.
• Company Permit-to-Work Procedure.
8. Revision & Approval
Prepared by: ____________________
Reviewed by: ____________________
Approved by: ____________________
SOP No.: MNT-SHF-001
Effective Date: ____________________
Next Review Date: ____________________