Agree the handover boundary
Identify the project stage, work packages and required health and safety records. Use the agreed appointment and project requirements to decide what belongs in the handover. Do not apply an invented universal document list to every project.
Illustrative record handover
A project team supplies inspection reports, an action register and a set of revised drawings. The index lists each item, version, owner and location. Two actions still lack verification evidence. They remain on an open-action schedule with an assigned receiving owner instead of being hidden in a folder marked final.
Separate receipt from acceptance
Record when the receiving party obtained the records and any review or acceptance still required. A receipt email confirms transfer; it may not confirm technical adequacy or acceptance of residual responsibilities. Make the intended status explicit.
Preserve later usability
Use stable references and access permissions that remain usable after project accounts change. Identify who can answer questions about each record. Retain unresolved decisions and the process for later updates so the handover can support the next responsible team.
Compare the evidence
| Field | Purpose |
|---|---|
| Document/version | Identify the actual record |
| Owner/location | Make it findable after handover |
| Review status | Separate received from reviewed |
| Open action | Retain unresolved evidence or decisions |
| Recipient/date | Record the transfer |