How to hand a project from the office to the site crew

Hand a project to the crew with the accepted scope, current site instructions, required resources and a clear route for exceptions. The office should receive a completion record that is useful for the next visit and invoice.

Explore the wider projects and job delivery guides for the steps around this decision.

A project handover template

Project reference: [reference]
Site and access: [current details]
Accepted scope/version: [reference]
Today’s stage: [work]
Materials/equipment: [requirements]
Important exclusions: [limits]
Decisions requiring approval: [examples]
Return record: [hours, notes, relevant photos, unfinished work]

Do not send the whole office record when the crew only needs a defined subset. Conversely, hiding agreed scope makes it harder for the crew to recognise an extra request.

Close both sides of the hand-off

In an illustrative planting project, the office confirms material specification and access. The crew records that one area remains unfinished because a customer decision is outstanding. The next visit should inherit that open action rather than a misleading ‘job done’ note.

Question	Responsibility to agree
Can scope change?	Person authorised to agree price and work
Can the booking move?	Scheduling owner, with customer arrangement
Is evidence complete?	Crew records it; office checks for billing

Confirm what current crew and office accounts can actually access. JobDiary provides different views, but that does not prove every permission choice in this template. A good handover allows the field team to work independently within a clearly agreed boundary.

Connect this to the next step

Continue with Signs a small project is going off budget. If the next issue is elsewhere in the workflow, use How to calculate profit on a trades job.

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