How to Write a Handover Note for a Support Worker

A good handover note tells the next person what happened during your visit and what they need to know before theirs. Keep it short, factual and in plain words: what you did, how the person was, anything that changed, and anything left to do.

A handover is the information you pass on when a visit ends, to the next support worker, a family member or a coordinator. It is not a diary, a clinical record or a complaint. Its job is simple: the next person should not have to guess.

What a handover note is for

A handover note exists so that care carries on smoothly when more than one person is involved. The person you support should not have to repeat themselves, and the next person should not walk in unaware that something changed.

It is different from two things people often mix it up with. A shift note records what you did for your own and the person's reference, and an incident report records something that went wrong. A handover is forward-looking: it answers "what does the next person need to know?"

What to include in a handover note

Most handovers work well with five short parts:

• The visit: the date, the times you were there and the tasks you completed, in a line or two.

• How the person was: mood, energy, appetite or comfort, described by what you saw and heard rather than your guess at the cause.

• What changed: anything different from usual, such as a new routine, a missed task, a visitor, or something the person asked you to pass on.

• What is left to do: tasks not finished, supplies running low, or appointments coming up.

• Who to contact: who you told, or who should be told, if something needs a decision.

If a section has nothing in it, say "nothing to report". That tells the reader you checked rather than forgot.

A simple handover note example

Here is a made-up example of a short note after a morning visit:

22 October, 9:00am to 11:00am. Completed breakfast preparation, laundry and a short walk to the letterbox. Mrs P was in good spirits and ate all her breakfast. She said her knee felt sore on the stairs, so I stayed close on the walk. Not finished: the bathroom floor, as she wanted to rest. Milk and bread are low. Her daughter visits at 2:00pm and I have told her about the knee.

That is about 70 words. It names what happened, what was seen, what is outstanding and who knows.

How to write it well

Handover notes are read quickly, often at the start of a visit with little time to spare. A few habits make them easier to use.

Write what you saw and heard, not conclusions. "Said her knee was sore" is more useful than "arthritis flaring up", because you are reporting, not diagnosing. Use the person's own words where it helps, and keep your tone respectful, as you would if they read it themselves.

Be specific about times and amounts. "Ate breakfast at 9:30am" is better than "ate well". Put the most important thing first, so it is not buried at the bottom. And write the note before you leave, while the details are fresh, rather than later from memory.

For more on communicating clearly in the first few weeks of the role, see common mistakes new support workers make.

Keeping handover notes private and respectful

A handover note holds personal information about someone in their own home, so share it only with the people who need it for the person's care. Do not leave it where others can read it, and do not post details in group chats or on social media.

The Statement of Rights, which applies to people accessing funded aged care services, includes a right to have "personal privacy respected" and "personal information protected". You can read the full text on CareVicinity's Statement of Rights page.

Leave out anything the next person does not need, such as unrelated family matters or your own opinions about the household. If you are unsure whether something belongs in a note, check with the person, a family member or your coordinator first.

Handover notes, shift notes and incident reports

These three records get blurred together, so it helps to keep them apart.

• A handover note looks ahead and passes information to the next person.

• A shift note looks back and records what happened during the visit, which can also support the way you keep records as an independent support worker.

• An incident report records a specific event, such as a fall or an injury, and is not something to fold into a routine handover.

If something serious happens, tell the right person straight away rather than waiting for the note. If a visit ran differently from the agreed tasks or hours, our guide on how shift approvals work explains why being clear about it helps avoid disputes later.

Handover when you work independently

Independent support workers often work with several people and without a team meeting to catch up. That makes your written note the main way the next person learns what happened. Agreeing the format up front helps: ask the person, their family or the coordinator how they would like to receive updates, and how often.

When a booking changes or a visit is cancelled, a short note about it keeps everyone informed. Our article on managing shift and schedule changes covers how to keep that conversation clear. Small, consistent details also matter to the person you support, which is why person-centred care tips for support workers are worth a read.

If you are thinking about working independently, you can see how it works on the Deliver Care page.

Frequently asked questions

How do I write a simple handover note?

Write five short parts: the visit, how the person was, what changed, what is left to do, and who to contact. Use plain words, stick to what you saw and heard, and add "nothing to report" where there is nothing to say.

How long should a handover note be?

Short enough to read in under a minute, usually 50 to 80 words. If the note is getting long, the most important point is probably buried, so move it to the top.

What should I not put in a handover note?

Leave out opinions, guesses about medical causes, gossip and details the next person does not need. Report what you observed instead, and raise any health concern with the person, their family or the relevant health professional.

Who should I give a handover note to?

Give it to the person the visit is being handed to: the next support worker, a family member or the coordinator, as agreed in advance. If you are not sure who that is, ask before the visit ends.

Is a handover note the same as a shift note?

No. A shift note records what happened during your visit. A handover note passes the important parts forward to the next person. Some notes do both, but it helps to know which job each one is doing.

Sources

• Aged Care Act 2024, section 23 (Statement of Rights), "Respect for privacy and information", Federal Register of Legislation.

• CareVicinity, Statement of Rights.

• CareVicinity Insights articles linked above, for general practice on records, shifts and communication.