Shift handover notes (template)
A shift handover note is a written record, filled in by the outgoing shift lead before leaving, that tells the next lead what is unfinished, what went wrong and what needs action, in the same fixed fields every time. The template below has 8 fields and fits on one screen or one half-page.
The template
Copy these fields. Keep the order fixed so the incoming lead knows where to look.
| # | Field | What to write |
|---|---|---|
| 1 | Store, date, shift | e.g. Store 2, Tue 11/10, 7:00–15:00 |
| 2 | Outgoing / incoming lead | Full names |
| 3 | Cash | Drawer counted? Over/short amount, who counted |
| 4 | Staffing | Late arrivals, sick calls, who covered, missed clock-ins/outs |
| 5 | Stock | Items out or below par, deliveries received or missing |
| 6 | Equipment and facility | Anything broken, who was called, ticket number |
| 7 | Customers | Complaints, refunds over a set amount, holds and pickups due |
| 8 | Must do next shift | Max. 3 items, each with a deadline |
A filled-in example
- Store, date, shift: Store 2, Tue 11/10, 7:00–15:00.
- Leads: out: J. Rivera; in: M. Chen.
- Cash: counted 14:45 by J. Rivera; $2.75 over; count sheet in the drawer folder.
- Staffing: D. Park called in sick at 6:10; A. Lopez covered 7:00–11:00. A. Lopez forgot to clock out for break 9:30–9:45; break written on the timesheet correction form.
- Stock: 12 oz cups below par (2 sleeves left); delivery due Wed 9:00.
- Equipment: card reader 2 drops connection; vendor ticket #48213 opened.
- Customers: one refund of $38.00 (manager approved); online pickup order for 16:00 is bagged under the counter.
- Must do: (a) call vendor if reader not fixed by 17:00; (b) check cup delivery Wed 9:00; (c) manager signs A. Lopez's break correction today.
Rules that make the note useful
| Rule | Reason |
|---|---|
| Write "none" in an empty field; never leave it blank | A blank cannot be told apart from a skipped field |
| Amounts in dollars and cents | "A bit short" cannot be compared across days |
| Names, not roles | "The opener" is ambiguous on a day with two openers |
| Max. 3 "must do" items | Field 8 holds three items, each with a deadline |
| Incoming lead initials the note on arrival | Shows the handover happened |
Where items from the note must end up
- Missed punches: the FLSA requires employers to record hours worked each workday and each workweek (US DOL Fact Sheet #21). A missed clock-out written in a handover note is not a corrected time record; move it to the timesheet the same day. See tracking employee hours without payroll software.
- Cash variance: copy the over/short figure into the store's weekly cash log; the method is in cash drawer over/short: causes and tracking. The cash drawer count tool gives the figure.
- Sick calls: note who called, when, and who covered, then follow what to do when an employee calls in sick.
Example: correcting a missed break punch
Fact Sheet #21 says employers may use any timekeeping method they choose, as long as it is complete and accurate, and the record must show hours worked each day and total hours worked each workweek. The US DOL breaks page says short rest breaks of about 5 to 20 minutes count as hours worked, while bona fide meal periods are not work time.
Example: A. Lopez worked 7:00–11:00 and missed the 9:30–9:45 break punch. A 15-minute break stays in hours worked, so the corrected day is 11:00 − 7:00 = 4.00 hours, not 4.00 − 0.25 = 3.75. If her other shifts that week total 30.00 hours, the corrected weekly total is 30.00 + 4.00 = 34.00 hours.
Retention
Fact Sheet #21 says records on which wage computations are based, such as time cards and work schedules, must be kept for 2 years. If your handover notes contain time corrections, keep them for the same 2 years with the timesheets they support.
This is general information, not legal advice. Check your state labor department for current rules.
Questions
What should be in a shift handover note?
Store, date and shift; outgoing and incoming lead; cash count result; staffing changes and missed punches; stock below par; equipment issues; customer issues; and up to 3 must-do items with deadlines.
Who writes the shift handover note?
The outgoing shift lead writes it before leaving, and the incoming lead initials it on arrival so the handover is on record.
Is a handover note enough to fix a missed clock-out?
No; the FLSA requires hours worked to be recorded each workday and workweek (US DOL Fact Sheet #21), so the correction belongs on the timesheet the same day.
How long should I keep handover notes?
If they contain time corrections, keep them with the time cards, which the US DOL says must be retained for 2 years.
Sources
- US DOL Fact Sheet #21: Recordkeeping Requirements under the FLSA (revised July 2008) (checked 2026-11-12)
- US DOL: Breaks and Meal Periods (checked 2026-11-12)