Plan the routine around your site
Define the reception, shared routes and workshop areas included in each person’s assigned routine. Specialist spray, substance, extraction, respiratory-protection and equipment procedures remain with trained and authorised people. A premises round should reference relevant records rather than copying technical settings into a general checklist. Read the previous shift’s restrictions before allocating work and use a stable area or asset identifier for any new observation. Record an access exception when the person cannot complete an assigned task. The handover needs a specific next action and responsible lead so an unresolved maintenance report remains visible across workshop and facilities teams.
Agree the assigned role, due window, expected record and escalation route with the people who do and review the work. Include an honest outcome for work that could not be completed, with a reason and a next action.
What to include in the checklist
These are planning examples. Adapt the questions and timing to your approved procedures and the person’s responsibilities.
| Routine | Work to define | Useful record |
|---|---|---|
| Work-area handover | Review current restrictions and planned maintenance. | Area and responsible lead. |
| Shared routes | Follow approved accessible premises observations. | Location and response. |
| Assigned preparation | Record documented non-technical area tasks. | Task and actual outcome. |
| Specialist records | Reference required competent process or equipment checks. | Approved record and owner. |
| Premises findings | Report accessible observations within staff scope. | Asset or area and action. |
| Shift follow-up | Carry unresolved maintenance work forward. | Next owner and review time. |
A general checklist should reference specialist controls
Keep extraction, substances and process work in the approved competent procedures. The premises round records its actual observations and cannot establish that a specialist process is ready to operate.
Give the next shift enough context
A damaged accessible fitting is observed beside shared corridor BS-03. The reporter follows the premises restriction and escalation procedure without entering a restricted process area. The shift lead records the temporary arrangement and authorised maintenance owner. The next team sees the original observation and later assessment together.
Identify the area or asset, the observation, the actual result, the immediate action and who was informed. Attach useful evidence where safe and permitted. A photograph supports a finding without establishing its cause.
- Keep the original observation and time.
- Assign a specific next action and agree when it will be reviewed.
- Record the later outcome and authorised verification beside the finding.
Read the guide to writing a useful fault report for a closer look at the evidence record.
Review the work still needing attention
Review restrictions that pass between process, workshop and facilities teams. Keep premises completion distinct from spray-process and equipment authorisations. Check whether recurring access exceptions reveal an unsuitable assignment window or a task given to a person outside its required trained scope.
Review completion and outstanding actions together. A missing routine and a completed routine with a failure need different follow-up. The weekly manager review guide explains how to move from the summary to the source record.
For the wider workflow, explore equipment & findings examples and planning and shift handover examples and planning.
Try the routine in CheckControl
Start with an existing routine, add its questions and instructions, and agree the assignment and due window. Staff can record answers and findings on their phones; managers can review the record and follow-up. Use the relevant PDF or Excel export for your authorised review. The public demo uses fictional people, findings and evidence.
Common questions
Can a premises handover link to specialist maintenance?
Yes. Use the area or asset and approved work reference, while specialist assessment and authorisation remain in the designated competent process.
What is the scope of this guide?
Use competent bodyshop arrangements for substances, spraying, extraction, respiratory protection, isolation and equipment. These examples contain no technical process instructions.
Sources and scope
CheckControl wrote these record-design and handover examples. Use your organisation’s approved specialist procedures and the relevant authoritative guidance: HSE: motor vehicle repair. Source checked 5 October 2026.
Use competent bodyshop arrangements for substances, spraying, extraction, respiratory protection, isolation and equipment. These examples contain no technical process instructions.