Keep a maintenance job continuous
A maintenance handover follows a job from its current state to the person taking over the next action. Keep equipment identity, completed work, remaining work, parts, and supporting records together. This is a job-continuity record, rather than a general crew-change checklist or an engine-room inspection route.
Information the next maintenance owner needs
- Identify the equipment, job or defect number, location, and the person currently responsible for the work.
- Record the work completed, the evidence retained, and any checks or acceptance steps still outstanding.
- State the job's current condition and reference any documented restrictions or temporary arrangements.
- List the remaining tasks in order, with the next responsible person and the agreed follow-up date.
- Record parts on hand or on order, purchase references, expected information still needed, and supplier contacts.
- Link service reports, photographs, drawings, and relevant maintenance records to the same job identifier.
Follow the job, not the message thread
Use one job identifier across notes, photographs, parts orders, and service reports.
Separate completed work from work awaiting parts, review, or acceptance.
Review the next action with the person taking over and update the maintenance record.
Make the remaining work explicit
Weak handover
Valve repair almost finished; waiting for parts.
Useful handover
Illustrative example; not a customer vessel record.
Job V08: removed component inspected; replacement seal is on order under the purchase reference in the job record. Reassembly and the required checks remain outstanding. The incoming maintenance owner has the supplier contact and next follow-up date.
Hand over the exact point where the job stopped
Record what has been completed, what remains dismantled or unavailable, and which work is waiting for a part, service visit, inspection, or decision. Reference existing permits, isolation records, and restrictions through the vessel’s approved system. The handover describes their status; it does not issue an instruction to remove an isolation or return machinery to service.
- Job and equipment reference, location, and latest dated status.
- Completed work with the supporting service or maintenance record.
- Remaining work and the condition needed before it can proceed.
- Parts order or service reference, confirmed and unconfirmed dates, and follow-up contact.
- Person responsible for the next action and where the working job record is maintained.
Prevent two records from telling different stories
Use the same job reference in the handover and maintenance system. If the report says a part has arrived but the job record says it is on order, resolve the difference or identify it as unverified. After the rotation, update the working maintenance record when the situation changes and retain the earlier handover as the record reviewed at that time.
About this guidance
Prepared by PassLog editorial. The examples are fictional and the checklists must be adapted to the vessel and company procedures. Use the vessel’s approved procedures for operations, familiarisation, and watchkeeping.
Send corrections or questions about this guide to [email protected]. For the international safety-management framework, see the IMO overview of the ISM Code. It provides context for company procedures; it does not endorse this checklist.
Related articles
- Chief Engineer Handover Notes: Two Open-Job Examples
Prepare the department summary around machinery limitations, maintenance priorities, pending parts and services, and decisions awaiting the incoming chief.
- How PassLog Generates a Crew Handover from Notes and Photos
Add voice notes, photos, and documents in PassLog, then review the generated handover before signing. See what to capture and what to check in the report.
Create the handover record in PassLog
Add voice notes, photos, written notes, and documents. PassLog generates your handover. Review the details with the incoming crew, then sign the PDF.
Resources
Engine room handover checklist
A practical route for recording what you observe at the machinery. Match each finding and photograph to the equipment named in the handover.
Engineer handover checklist
A role-based review of the systems, open work, and responsibilities the relief engineer is taking over.
Chief engineer handover checklist
Transfer oversight of the engineering department: priorities, unresolved decisions, resources, reporting commitments, and the team’s next actions.