A permit can be current on paper while the next shift has an incomplete picture of the job. A useful permit-to-work shift handover checklist records the physical condition of the work, the controls still in place and the person taking responsibility. Use it whenever responsibility changes, including an operations-to-maintenance handover during the same shift.
Before using the checklist
Prepare the handover before the outgoing team leaves. Bring the live permit, isolation references, work progress and unresolved issues together. The incoming team should have time to ask questions and check the work area where needed. HSE identifies handover as a safety-critical communication activity. A signature supports that conversation; it cannot replace it. Follow your site rules for extension, suspension and revalidation.
Copy and adapt: Use this original checklist within your controlled site process. Add the applicable references and retain evidence for each decision.
Permit-to-Work Shift Handover Checklist
| Review item | What to confirm or record |
|---|---|
| Permit identity | Confirm permit number, exact location, equipment ID and the authorised scope. Avoid descriptions such as general maintenance. |
| Work status | State what is complete, partly dismantled, open or left temporarily supported. Identify anything that must not be operated. |
| Isolation status | Cross-reference the controlled isolation record. Confirm the agreed continuity arrangements with authorised personnel. |
| Current conditions | Discuss changes in access, atmosphere, weather, plant condition or adjacent activities since issue. |
| Controls retained | Identify barriers, monitoring, temporary protection and responsible people who remain in place. |
| People and competence | Name incoming and outgoing responsible persons and confirm the work party understands the current task. |
| Validity decision | Record whether the permit is transferred, suspended, extended or replaced under the actual site procedure. |
| Restart checks | List outstanding checks, who will perform them and the point at which work may resume. |
A worked example
Illustrative example: a pipe repair remains incomplete at shift change. The outgoing supervisor writes “job ongoing.” That leaves the next team guessing whether the line is open, isolated or ready for testing. A clearer handover identifies the affected line, refers to the isolation certificate, records the open connection and barrier, and states the inspection needed before the incoming team continues. The authorised persons then complete the site transfer process.
Follow-up and records
Keep handover and hand-back separate. Handover transfers information and responsibility for continuing or suspended work. Hand-back records the condition when work is finished and the equipment is returned through the site process. Never treat either record as permission for someone outside their authority to remove isolations. Escalate a mismatch between the permit and the work area before restarting.
Record the date, location or asset, findings, action owner, due or hold point and closure evidence. Use Yes / No / Not applicable only with a reason where needed. A blank or unexplained tick should not hide an unresolved concern.
Track outstanding actions in your daily safety officer report. Review recurring problems through your safety committee action log.
Common questions
Does a permit automatically continue into the next shift?
Only if the applicable system allows it and the required handover and revalidation are completed. Do not assume a standard validity period.
What if the incoming supervisor cannot attend?
Use the site escalation and suspension arrangements. Do not fill in their acceptance or continue on an unconfirmed transfer.
Sources and applicability
The sources below identify their own jurisdictions or product scope. Confirm current Saudi requirements, your client procedures and relevant manufacturer instructions before adopting this example. No regulator or client approval of this checklist is claimed.
- HSE: Shift handover — Great Britain guidance.
- HSE: Permit-to-work systems — Great Britain guidance.