Add the information the next crew needs
Use a voice note when the context needs an explanation, a photograph when the equipment or observation needs to be identified, and an existing document when a service or maintenance record supplies the detail. Each capture should relate to a system, task, or responsibility in the handover.
A voice recording does not itself establish that the information is correct. Review names, equipment identifiers, dates, and actions before relying on a transcript or summary. A receiving engineer needs the actual job reference, not an approximate description of it.
Review the generated handover
Photographs work best when the identifier and relevant observation are understandable together. Attach a note explaining what is shown, when it was recorded, and which open item it supports. Do not treat a photograph as proof of conditions outside its scope.
For uploaded documents, identify the title or reference, its relevance to the item, and where the current authoritative version is held. Keep access limited to the people who need it and follow the vessel’s arrangements for sensitive records.
Sign and keep the reviewed report
PassLog generates the handover from the voice notes, photos, written notes, and documents you supply. Review the generated report with the incoming crew before either person signs. Check that the equipment names, open items, owners, and next actions match what you meant to record; generation does not replace that review.
See the vessel handover report example for a fictional open-item register generated with the product’s PDF renderer. The example is unsigned and its illustrative attachment references are not supplied as real evidence.
From captured information to a reviewed handover
The table shows what each input needs to explain and what to check after PassLog generates the handover. It describes the review process, not a guaranteed transcription result or a specific app screen.
| Input | Include | Check in the generated handover |
|---|---|---|
| Voice note | The equipment name, observation, open work, and next action. | Names, equipment identifiers, dates, and the distinction between an observation and an assumption. |
| Photo | The equipment identifier and the detail the picture is meant to show. | The photo is associated with the right equipment or open item. |
| Written note | The current status, responsible person, and unresolved question. | An unanswered question has not become a confirmed statement. |
| Document | The service, maintenance, or supplier reference relevant to the item. | The report refers to the correct document and the receiving crew can locate it. |
What a generated report can look like
Fictional training example, generated with the PassLog product PDF renderer. It contains no customer data, actual measurements, or signatures. The attachment references illustrate how to organise evidence; the attachments are not supplied.
The existing vessel handover example includes generator defect D-014 and pump job PMS-208. Each entry separates status, owner, next action, and supporting references. Use it to inspect the output structure before creating your own handover; it is not a customer case study.
About our handover guidance
PassLog publishes guides about recording and reviewing maritime handovers. Adapt the checklists to the vessel, assigned duties, and company procedures; they do not establish operating limits or certify compliance.
Send corrections or questions: [email protected].
