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40 templates

• Apartment handover reportAddress of the apartment *Date *Landlord / manager *Tenant name (Tenant) *Occasion *Floor and unitNumber of roomsMeter readingsElectricityGasCold waterHot waterCondition of the roomsCondition kitchenRemark kitchenCondition bathroomRemark bathroomCondition living roomRemark living roomCondition bedroomRemark bedroomCondition hallwayRemark hallwayKeys (number)Keys front doorKeys apartmentKeys mailboxKeys cellarAgreements and open pointsCondition acknowledged as described

  Apartment handover report

  HandoverRecords the condition, meter readings and keys handed over at move-in or move-out – signed by both sides.Formfor signing
• TimesheetEmployee name *Staff numberWeek *Project / cost centreHoursMonday startMonday endMonday breakMonday hoursTuesday startTuesday endTuesday breakTuesday hoursWednesday startWednesday endWednesday breakWednesday hoursThursday startThursday endThursday breakThursday hoursFriday startFriday endFriday breakFriday hoursSaturday startSaturday endSaturday breakSaturday hoursSunday startSunday endSunday breakSunday hoursTotal hours *of which overtimeRemarksHours checked and approvedSignature employeeSignature supervisor (Supervisor)

  Timesheet

  RecordsRecords a week’s working hours with start, end and breaks – countersigned by the supervisor.Formfor signing
• Work acceptance reportProject *Acceptance date *Contractor *Represented by (Client) *Work accepted *OutcomeAcceptance (Client) *Deadline for fixesDefects foundDefect 1Location 1Defect 2Location 2Defect 3Location 3Defect 4Location 4Client’s remarks (Client)Documents and manuals receivedSite handed over clearedSignature contractorSignature client (Client)

  Work acceptance report

  Inspection & maintenanceRecords which work was accepted, with or without reservations, and which defects are to be fixed by when.Formfor signing
• Work orderOrder number *Date *UrgencyCustomer *PhoneSite address *JobDescription of work *Assigned toDue byMaterial and notesOrder confirmationOrder placed as describedAccess to the site is ensuredSignature contractorSignature customer (Customer)

  Work order

  ApprovalsDescribes what is to be done, where and by when, and has the customer confirm the order before work starts.Formfor signing
• Vehicle handover formRegistration *Vehicle (make, model) *Date *Handed over by *Received by (Recipient) *Condition at handoverMileage *Fuel levelCleanlinessDamage 1Position 1Damage 2Position 2Damage 3Position 3Accessories and papersRegistration documentWarning triangle and first-aid kitHi-vis vestSpare wheel or repair kitCharging cable (electric vehicles)Number of keysOther remarksVehicle received in the condition describedSignature handing overSignature recipient (Recipient)

  Vehicle handover form

  HandoverDocuments mileage, fuel level, damage and accessories when a vehicle changes hands.Formfor signing
• Service reportOrder number *Date of work *Customer *LocationWorkWork carried out *StartEndBreakTotal hours *Material usedAcceptanceWork carried out properlyWork area left cleanCustomer’s remarks (Customer)Signature technicianSignature customer (Customer)

  Service report

  RecordsRecords the work done on site, how long it took and which material was used – countersigned by the customer.Formfor signing
• Defect listProperty *Recorded on *Recorded by *Contact person (Responsible company)DefectsDefect 1 *Location 1Priority 1Defect 2Location 2Priority 2Defect 3Location 3Priority 3Defect 4Location 4Priority 4Defect 5Location 5Priority 5Defect 6Location 6Priority 6CompletionDue byFixed on (Responsible company)All defects fixedRemarksSignature recorderSignature responsible party (Responsible company)

  Defect list

  Inspection & maintenanceCollects defects with location, priority and who is responsible, so every fix is tracked.Formfor signing
• Equipment handover formIssued by *Date *Recipient’s name (Recipient) *Department (Recipient)EquipmentItem 1 *Serial number 1Condition 1Item 2Serial number 2Condition 2Item 3Serial number 3Condition 3Item 4Serial number 4Condition 4ConfirmationEquipment received completeInstruction receivedReturn on leaving agreedSignature issuerSignature recipient (Recipient)

  Equipment handover form

  HandoverRecords who received which equipment in what condition – with serial numbers and the recipient’s signature.Formfor signing
• Delivery confirmationDelivery note number *Delivery date *Supplier *Delivery addressGoodsGoods delivered *Number of parcels *Weight (kg)ReceiptGoods received completePackaging undamagedNote on damage or shortfalls (Recipient)Recipient’s name (Recipient) *Signature driverSignature recipient (Recipient)

  Delivery confirmation

  RecordsThe recipient confirms the delivery, the number of parcels and the condition of the goods – damage is noted on the spot.Formfor signing
• Leave requestName *Staff numberDepartmentType of leave *From *To *Working days *Balance before requestBalance after requestCoverRemarksDecisionDecision (Supervisor) *Decided on (Supervisor)Reason / change (Supervisor)Signature applicantSignature supervisor (Supervisor)

  Leave request

  ApprovalsRequests leave with dates, number of days and cover – the supervisor approves or declines with a reason.Formfor signing
• Meeting minutesMeeting subject *Date *Place / video callStartEndMinute taker *DistributionAttendees *ApologiesAgenda and outcomesItem 1 – discussion and outcomeItem 2 – discussion and outcomeItem 3 – discussion and outcomeItem 4 – discussion and outcomeAction itemsAction 1Owner 1Due 1Action 2Owner 2Due 2Action 3Owner 3Due 3

  Meeting minutes

  RecordsRecords attendees, topics, outcomes and action items of a meeting – with owner, deadline and the chair’s countersignature.Formfor signing
• Travel expense reportName *Staff numberDepartmentDestination *Purpose of the tripDeparture *Departure timeReturn *Return timeTravel costsMeans of transportMiles / km drivenTravel amountAccommodation and mealsNights (number)Accommodation amountMeals amountOther costsOther cost 1Amount 1Other cost 2Amount 2Other cost 3Amount 3Total *Advance receivedTo reimburseNumber of receiptsRemarksAmounts in the company’s currency. Which costs are reimbursed follows the company’s own rules.Checked and approvedSignature travellerSignature approval (Supervisor)

  Travel expense report

  ApprovalsSums up a business trip with travel, accommodation and other costs – receipts attached, approved by the supervisor.Formfor signing
• Acknowledgement of receiptHanded over by *Date *Name (Recipient) *Organisation (Recipient)How it was handed overDocuments and items handed overDescription 1 *Quantity 1Description 2Quantity 2Description 3Quantity 3Description 4Quantity 4Description 5Quantity 5Description 6Quantity 6RemarksReceived in fullSignature handed over bySignature recipient (Recipient)

  Acknowledgement of receipt

  HandoverConfirms that documents or items were handed over in full – with a list, the date and the recipient’s signature.Formfor signing
• Vehicle logbook (monthly sheet)Registration *VehicleMonth *Driver *Odometer at startOdometer at endOne sheet per vehicle and month, to keep track of its use internally.TripsDate 1Destination 1Purpose 1Km start 1Km end 1Date 2Destination 2Purpose 2Km start 2Km end 2Date 3Destination 3Purpose 3Km start 3Km end 3Date 4Destination 4Purpose 4Km start 4Km end 4Date 5Destination 5Purpose 5Km start 5Km end 5Date 6Destination 6Purpose 6Km start 6Km end 6Date 7Destination 7Purpose 7Km start 7Km end 7Date 8Destination 8Purpose 8Km start 8Km end 8Date 9Destination 9Purpose 9Km start 9Km end 9Date 10Destination 10Purpose 10Km start 10Km end 10Total distanceof which businessSheet checked

  Vehicle logbook (monthly sheet)

  RecordsLogs a month’s trips with date, destination, purpose and odometer readings – countersigned by the fleet manager.Formfor signing
• Attendance sheetEvent *Date *LocationTimeParticipantsParticipant 1Organisation 1Present 1Participant 2Organisation 2Present 2Participant 3Organisation 3Present 3Participant 4Organisation 4Present 4Participant 5Organisation 5Present 5Participant 6Organisation 6Present 6Participant 7Organisation 7Present 7Participant 8Organisation 8Present 8Participant 9Organisation 9Present 9Participant 10Organisation 10Present 10Number presentMinutes taken bySignature minute-takerSignature person in charge (Person in charge)

  Attendance sheet

  RecordsRecords who attended a meeting, training session or general assembly – confirmed by the person in charge.Formfor signing
• Visitor logSite *Date *Record only what the visit needs and do not leave the sheet on open display.VisitsName 1 *Company 1Person visited 1Arrival 1Departure 1Name 2Company 2Person visited 2Arrival 2Departure 2Name 3Company 3Person visited 3Arrival 3Departure 3Name 4Company 4Person visited 4Arrival 4Departure 4Name 5Company 5Person visited 5Arrival 5Departure 5Name 6Company 6Person visited 6Arrival 6Departure 6Name 7Company 7Person visited 7Arrival 7Departure 7Name 8Company 8Person visited 8Arrival 8Departure 8Name 9Company 9Person visited 9Arrival 9Departure 9Name 10Company 10Person visited 10Arrival 10Departure 10All visitors signed outSheet checked and filedSignature receptionSignature site manager (Site manager)

  Visitor log

  RecordsLogs visitors with company, person visited, arrival and departure – one day per sheet, kept by reception and signed off by the site manager.Formfor signing
• Office closing checklistSite / office *Date *Done by *TimeRooms and devicesWindows closedLights offCoffee machine and kitchen appliances offPrinters and screens offHeating / air conditioning turned downTaps offSecurityDocuments and storage media locked awayTill / safe lockedAll doors lockedAlarm setNotesSpot check doneSignature closingSignature checker (Checker)

  Office closing checklist

  InternalTicks off before closing time or a shutdown what must be off, shut and secured – windows, devices, doors, alarm – with a countersignature.Formfor signing
• Print proof approvalJob / project *Date *Name (Customer) *Prepared bySizeQuantityPaper / materialColoursProof versionPlanned deliveryCheckedText and spellingNumbers, dates, contact detailsImages and logosColour and sizeDecision (Customer) *Changes requested (Customer)Signature agency / printerSignature customer (Customer)

  Print proof approval

  ApprovalsHas the customer check a proof before printing – format, quantity, colours and text – and approve it or note changes.Formfor signing
• Photo consent formResponsible organisation *Occasion / event *DateName of the person (Person photographed) *Contact (optional) (Person photographed)The photos are used only for the purposes ticked below. Consent is voluntary and can be withdrawnat any time with effect for the future.UseWebsiteSocial mediaPrinted material (flyers, newsletter)Internal use onlyName may be shown (Person photographed)For minors: parent or guardian (Person photographed)Signature organisationSignature person (Person photographed)

  Photo consent form

  ApprovalsAsks whether and for which uses photos of a person may be used, with a note on withdrawal and a signature.Formfor signing
• Event setup sign-offEvent *Date *Venue *Setup manager *Checks before openingEscape routes and exits clear and markedElectrical installations checkedStage and trusses inspectedFire extinguishers at handFirst-aid kit in placeOpen issuesSign-offDecision (Organiser) *Signature setup managerSignature organiser (Organiser)

  Event setup sign-off

  ApprovalsChecks for escape routes, electrics, stage and fire safety before opening, signed off by the organiser.Formfor signing
• Internal checklistArea *Date *Carried out by *ChecksWorkstations tidyDevices switched offWindows and doors closedSupplies checkedBackup completedIssues reportedRemarksSecond checkSpot check without findingsSignature carried outSignature checker (Checker)

  Internal checklist

  InternalA general checklist for recurring checks at work, with a second person checking afterwards.Formfor signing
• Internal accident reportThis sheet is for internal records. Reports to outside bodies go through their own forms.Name of the person involved *DepartmentDate *TimePlace *Type of event *WitnessesWhat happenedDescription of events *Injury / damageFirst aidFirst aid given byFurther treatmentWork stoppedResumed onActionsActions to prevent a repeat (Supervisor)Carried out by (Supervisor)Due by (Supervisor)Signature reporterSignature supervisor (Supervisor)

  Internal accident report

  RecordsRecords what happened in a workplace accident or near miss, who was involved and what follows – for internal follow-up.Formfor signing
• Inventory listSite / room *Inventory date *Recorded by *Cost centreItemsItem 1Qty 1Condition 1Item 2Qty 2Condition 2Item 3Qty 3Condition 3Item 4Qty 4Condition 4Item 5Qty 5Condition 5Item 6Qty 6Condition 6Item 7Qty 7Condition 7Item 8Qty 8Condition 8Item 9Qty 9Condition 9Item 10Qty 10Condition 10RemarksInventory checked and complete

  Inventory list

  InternalLists the items in a room or site with quantity and condition – for stocktaking, handovers or insurance.Formfor signing
• Customer requirements approvalProject *VersionContact *Date *RequirementsDescribe scope, dates and acceptance criteria so that both sides understand them the same way.Requirements *Acceptance criteriaCustomer approvalDecision (Customer) *Change requests (Customer)Signature contractorSignature customer (Customer)

  Customer requirements approval

  ApprovalsPut requirements in writing and have the customer approve them – with change requests and a decision.Formfor signing
• Material requestRequested by *Date *Needed byJob / site *Cost centreMaterialItem 1 *Quantity 1Unit 1Item 2Quantity 2Unit 2Item 3Quantity 3Unit 3Item 4Quantity 4Unit 4Item 5Quantity 5Unit 5Item 6Quantity 6Unit 6Delivery or collection notesIssueIssued on (Stores / purchasing)Issued by (Stores / purchasing)Issued in fullPartly issued, rest orderedSignature requesterSignature issue (Stores / purchasing)

  Material request

  ApprovalsRequests material from stores or purchasing for a job or site – with quantities, date and confirmation of issue.Formfor signing
• Property walk-throughProperty / address *Date *Walk-through by *Other attendeesAreasEntrance and letterboxesNote entranceStairwell and corridorsNote stairwellBasement and storeroomsNote basementGrounds and bin areaNote groundsLightingNote lightingPlant (heating, lift)Note plantRoof and facade (visual)Note roof and facadeTasksTask 1Owner 1Due 1Task 2Owner 2Due 2Task 3Owner 3Due 3Findings noted

  Property walk-through

  Inspection & maintenanceGuides the regular round of the building – stairwell, basement, grounds, plant – with findings, tasks and the property manager’s sign-off.Formfor signing
• Onboarding checklistName *PositionStart date *Buddy / contactDepartmentBefore day oneWorkstation readyUser accounts and access set upEquipment preparedTeam told about the startFirst weekTour and team introductionsEquipment handed overSafety briefing givenProcesses and contacts explainedGoals for the first weeks discussedConfirmationBriefings receivedOpen questions answered or notedOpen pointsSignature companySignature employee (New starter)

  Onboarding checklist

  InternalGuides a new starter’s first days – access, equipment, briefings and contacts, ticked off by both sides.Formfor signing
• Packing listProject / shipment *Date *Packed by *Destination / recipientContentsBox 1Contents 1 *Quantity 1Box 2Contents 2Quantity 2Box 3Contents 3Quantity 3Box 4Contents 4Quantity 4Box 5Contents 5Quantity 5Box 6Contents 6Quantity 6Box 7Contents 7Quantity 7Box 8Contents 8Quantity 8Box 9Contents 9Quantity 9Box 10Contents 10Quantity 10Total packagesTotal weightContents checked against the listPackages labelled

  Packing list

  InternalLists what goes in which box or parcel so a shipment, move or event arrives complete – checked by a second person.Formfor signing
• Employee meeting recordEmployee *Manager *Date *Type of meetingReviewWhat went wellWhat should improveGoals and developmentGoal 1By 1Goal 2By 2Goal 3By 3Training and supportComments (Employee)Next meetingRecord readSignature managerSignature employee (Employee)

  Employee meeting record

  InternalStructures an employee meeting: review, goals, development and next steps – read and signed by both sides.Formfor signing
• Ladder and step inspectionThe business sets what is checked and how often. The sheet records what was checked.Description *Asset numberTypeLocationInspection date *Checked by *CheckpointsStiles free of cracks or bendingRungs and steps firm and undamagedFeet and rubber caps presentSpreader worksHinges and locks workMarking legibleClean, free of oil and paintResultResult *Next inspectionDamage found and action takenResult notedSignature inspectorSignature responsible person (Responsible person)

  Ladder and step inspection

  Inspection & maintenanceRecords the visual check of ladders and steps – stiles, rungs, feet, spreader and marking, with the result and next check date.Formfor signing
• Cleaning logSite / area *Week *Cleaned by *Products usedDoneMonday: areasMonday: timeMonday: initialsTuesday: areasTuesday: timeTuesday: initialsWednesday: areasWednesday: timeWednesday: initialsThursday: areasThursday: timeThursday: initialsFriday: areasFriday: timeFriday: initialsSaturday: areasSaturday: timeSaturday: initialsSunday: areasSunday: timeSunday: initialsNotesSpot check without issuesSignature cleaningSignature site manager (Site manager)

  Cleaning log

  Inspection & maintenanceRecords which areas were cleaned, when and by whom – a week on one sheet, signed off by the site manager.Formfor signing
• Equipment return formName (Employee) *Department (Employee)Received by *Date *ReasonEquipmentItem 1 *Serial number 1Condition 1Item 2Serial number 2Condition 2Item 3Serial number 3Condition 3Item 4Serial number 4Condition 4Item 5Serial number 5Condition 5Notes on conditionConfirmationAccess and accounts disabledReturn completePersonal data removed from the devicesSignature received bySignature employee (Employee)

  Equipment return form

  HandoverRecords the return of laptop, tools, clothing or access cards when someone leaves or changes role – with condition and both signatures.Formfor signing
• Return formOrder number *Purchase dateCustomer numberSender *Phone or emailItems returnedItem 1 *Qty 1Reason 1Item 2Qty 2Reason 2Item 3Qty 3Reason 3Item 4Qty 4Reason 4Preferred outcome *Date sentDescription of the problemReceipt by the retailerReceived on (Retailer)Condition on arrival (Retailer)Signature senderSignature retailer (Retailer)

  Return form

  HandoverGoes with a return: items, quantities, reason and the preferred outcome; the retailer confirms receipt.Formfor signing
• Damage reportReported by *Phone / emailProperty / address *Unit / roomNoticed on *UrgencyAvailability / accessDamageDescription of the damage *Type of damagePhotos attachedAlready doneReceiptReceived on (Manager)Handled by (Manager)Next steps (Manager)Signature reporterSignature manager (Manager)

  Damage report

  RecordsReports damage to a flat, building or appliance with location, description and photos – the manager confirms receipt and next steps.Formfor signing
• Shift handoverArea / unit *Date *ShiftHanded over by *Taken over by (Next shift) *During the shiftIncidents and faultsTasks doneFor the next shiftOpen task 1Priority 1Open task 2Priority 2Open task 3Priority 3Open task 4Priority 4Stock, materials, notesHandover discussed and understoodSignature outgoing shiftSignature next shift (Next shift)

  Shift handover

  HandoverTells the next shift what happened, what is open and what to watch – incidents, tasks and stock, signed by both shifts.Formfor signing
• Key handover formIssued by *Date *Recipient’s name (Recipient) *Company / department (Recipient)Building / site *KeysKey 1 *Key number 1Quantity 1Key 2Key number 2Quantity 2Key 3Key number 3Quantity 3Key 4Key number 4Quantity 4Return byDepositAll keys receivedAny loss will be reported immediatelyReturnReturned onReceived bySignature issuerSignature recipient (Recipient)

  Key handover form

  HandoverRecords who received which keys or fobs and when they are due back.Formfor signing
• Training recordTraining topic *Date *Trainer *DurationFormatName (Participant) *Department (Participant)ContentsTopics covered *Materials handed outQuestions answeredNext refresherFiled byContents understoodSignature trainerSignature participant (Participant)

  Training record

  RecordsRecords who attended which internal training or briefing – with contents, duration and signatures of the participant and the trainer.Formfor signing
• Site handover reportRecords the condition at the handover between the parties. For acceptance of work, use the workacceptance report.Site / project *Date *Area / section *TimeHanding-over company *Receiving company (Next trade) *Progress and conditionWork done *Condition of the areaPhotos takenOpen pointsSafetyEdges and openings securedPower and water off or markedMaterials and tools clearedScaffold and access clearNotes for the next tradeArea inspected and taken overSignature handing overSignature receiving (Next trade)

  Site handover report

  HandoverHands a work area over to the next trade or the site manager – with progress, condition, open points and safety notes.Formfor signing
• Goods receipt inspectionSupplier *Delivery note no.Date *Name (Driver)RegistrationTimeCheckNumber of packages matches the delivery notePackaging undamagedItems and quantities correctChilled goods: temperature checkedUse-by dates sufficientDiscrepanciesItem 1Ordered 1Delivered 1Issue 1Item 2Ordered 2Delivered 2Issue 2Item 3Ordered 3Delivered 3Issue 3Item 4Ordered 4Delivered 4Issue 4Result *Photos takenRemarksDiscrepancies seenSignature goods inSignature driver (Driver)

  Goods receipt inspection

  Inspection & maintenanceChecks a delivery on arrival for quantity, packaging and visible damage – discrepancies are noted at once and countersigned by the driver.Formfor signing
• Maintenance reportSystem / device *Serial numberDate *LocationOn-site contact (Operator)ChecksVisual inspection without findingsFunction test passedFilters cleaned or replacedSafety devices checkedSystem left cleanReadingsParts replacedResult *Next maintenanceOperator’s remarks (Operator)Signature technicianSignature operator (Operator)

  Maintenance report

  Inspection & maintenanceDocuments the maintenance of a system or device: points checked, readings, parts replaced and the next due date.Formfor signing

These templates are operational structures for day-to-day work – not legal advice and not reviewed contract wording. Adapt them to your situation where needed. Favourites are kept in this browser, and in your account when you are signed in.

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