Handover support

What should remain after handover?

Not a feeling that everything went well, but a short pack: who participated, when and which asset was handed over, what was actually received, which areas or material were unavailable, which records were attached and who owns each open question. This does not make an asset ‘checked’, but prevents starting facts from disappearing.

The short answer

Keep handover as five distinct lines: asset identity, access, received material, observations in stated areas and open questions. Every line has source, date, holder and boundary. Do not add anything from expectation.

1. First name what is being handed over

Name asset or unit as it appears in available material, date, participants and visit boundary. If some areas, systems or records are unavailable, record that directly rather than hiding it behind ‘inspection completed’.

Do not mix asset identity with claim about its rights, status or condition. Each of those questions needs its own sources and scope.

2. Keys and digital access need their own register

Every key, code, card, account, contact or instruction receives name, purpose, actual holder and transfer mark. Access is not the same as authority to change settings, approve cost or pass it on.

If access is promised later, it is an open line with addressee and next-action date, not a confirmed handover item.

3. Records and observations do not replace each other

A photograph records what is visible at stated time; a file records what it says; an oral explanation is recorded as that party’s explanation. None automatically proves completeness, cause, condition or future result.

PP 16/2021 and SIMBG help separate a formal question about records and processes from handover folder. They do not confirm existence, currency or applicability of a selected asset’s record.

4. An open item is a normal outcome

Handover need not close every topic. More important is that unknown receives an address: what is missing, who can provide material, in what format an answer is needed and how it affects next step.

Do not label an open item as defect, fault or warranty matter without separate basis. The register’s task is to preserve a question in precise form.

5. Outcome is a short memo, not a victory certificate

At the end, create dated memo listing items handed over, unavailable, attached and open. Every line has holder of next action. This can be passed to manager, professional or future buyer without retelling the entire day.

If memo does not say ‘everything is perfect’, that is not weakness. Strong handover is visible because its boundaries are clear to the next participant.

Decision steps

1. Prepare register

   Name asset, participants, date, areas, material and visit boundaries.

2. Receive access

   Record keys, codes, accounts, purpose and actual holder.

3. Record observations

   Separate what is visible and received material from conclusion on cause or condition.

4. Assign open items

   For every gap, name needed answer, holder and next step.

5. Save memo

   Issue a dated understandable version for agreed participants.

What to check

Sources

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