Free handover document template

• The MapTrack handover document template has 4 columns and room for 8 entries. Columns: Item, accessory or attachment handed over, Qty, Condition, Notes.
• A handover document fixes the condition of an item at the exact moment responsibility changes hands.
• Both parties inspect together and both sign, otherwise the record is a statement rather than an agreement.
• List accessories, keys and documents line by line, because those are the items that quietly disappear.
• Photograph every fault and reference the photo numbers on the form so the images stay attached to the event.
• Filed against the asset, handovers build a custody history that shows which period of use each fault came from.

Learn more about asset tracking in MapTrack.

• Settles disputes fast: a signed condition record at the point of exchange removes the argument about who caused damage.
• Clear accountability: naming the person releasing and the person accepting means responsibility never sits in a gap between two teams.
• Nothing goes missing: listing accessories, keys, attachments and manuals stops the small, expensive items disappearing at each transfer.
• Faster return to work: outstanding defects and agreed rectification dates are recorded up front, not discovered on the next job.
• Complete asset history: each handover adds a dated condition entry to the record, so wear and damage can be traced to a period of use.
• Audit evidence: a consistent, signed handover trail demonstrates controlled custody for ISO 55001 and ISO 9001 reviews.
• Works in any direction: the same form covers issue, return, transfer between sites and handover to a customer or subcontractor.

• Handover reference and date, so the record can be found and matched to a job or hire
• Item description with asset ID, serial number or registration, and its current location
• Direction of the handover: issue, return, internal transfer, or handover to a customer
• Releasing party and accepting party: name, role and organisation for each
• Condition at handover, including meter, odometer or run hours and fuel or charge level
• Accessories, attachments, keys, chargers and consumables included, with quantities
• Documents transferred: manuals, service history, certificates, registration and test records
• Known defects and damage, with photographs referenced against each item
• Outstanding actions, who owns them and the agreed rectification date
• Signatures and dates from both parties, confirming the record is agreed at the point of exchange

1. Prepare the record before you meet

   Fill in the item details, asset ID and the reason for the handover in advance. Pull the previous handover record and the service history so both parties can see the condition the item was in the last time it changed hands.

2. Walk the item together

   Inspect the item side by side rather than separately. Agreement is far easier to reach when both parties are looking at the same panel, and a fault raised at the point of exchange costs a conversation rather than a claim.

3. Record condition and take photographs

   Note the meter reading, fuel or charge level and every mark, dent or fault you can see. Photograph each item of damage from a distance and close up, and reference the photo numbers against the lines in the report.

4. List accessories, keys and documents

   Tick off attachments, keys, chargers, manuals, certificates and service records one at a time against the form. Missing items are cheap to resolve now and expensive to chase once the item has left the yard.

5. Agree outstanding actions and sign

   Write down any defect that has not been rectified, who is responsible for it and by when. Both parties then sign and date the form, and each keeps a copy so neither side is relying on the other for the record.

6. File it against the asset

   Store the signed handover with the asset record rather than in a job folder. Over time those dated condition entries build a custody history that shows exactly which period of use each fault appeared in.

Practical answers about the form, record keeping and using MapTrack.

This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.

• ISO 55001:2024 Asset management (controlled records of asset custody and condition)
• ISO 9001 Clause 8.5.3 Property belonging to customers or external providers
• ISO 9001 Clause 8.5.4 Preservation
• Work Health and Safety Act 2011 (model), section 19 primary duty of care when plant changes hands

• Model Work Health and Safety Act (Safe Work Australia)
• ISO 55001:2024, Asset management system requirements (ISO catalogue)
• ISO 9001:2026, Quality management systems requirements (ISO catalogue)

MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.

• Asset handover acceptance form
• Equipment handover certificate
• Fleet vehicle handover form
• Damage report template
• Asset transfer form
• Equipment checkout sign-out sheet
• Asset transfer
• Digital forms