Nursing Shift Change Report Template Excel & Google Sheets

What is a Nursing Change of Shift Report Template?

A Nursing Change of Shift Report Template is designed to ensure safe, accurate, and efficient transfer of patient responsibility between outgoing and incoming nursing staff. It provides a standardized framework for documenting shift-level details, patient-specific clinical information, unit census activity, medications, treatments, safety considerations, and formal handover confirmation. 

What Does the Nursing Change of Shift Report Template Contain?

1- Shift Details

Captures identifying and contextual information about the shift, including unit, facility, date, assigned nurses, shift type, and time boundaries. This anchors the report to a specific operational window.

2- Patient Handover (SBAR + Key Clinical Info)

Provides a structured, patient-by-patient clinical snapshot using SBAR logic and essential identifiers to support safe clinical decision-making during handover.

3- Patient Census Summary

Summarizes unit-level patient movement during the shift to give incoming staff situational awareness of workload changes and patient flow.

4- Lines, Safety & Equipment

Documents clinical devices, safety precautions, and environmental issues that may require monitoring or action during the next shift.

5- Medications & Treatments

Records medication administration and ongoing treatments to ensure continuity and prevent duplication or missed care.

6- Communication & Notes

Captures qualitative information that may not fit into structured fields but is critical for continuity of care and patient-centered communication.

7- Handover Confirmation

Provides formal acknowledgment that responsibility has been transferred, supporting accountability and medico-legal documentation.

How to Use the Nursing Change of Shift Report Template

1- Complete Shift Details First

Begin by filling in the Shift Details section. Enter the unit or department, facility name, and date to establish context. Identify both the outgoing and incoming nurses, specify whether the shift is day, night, or evening, and record the start and end times.  

2- Document Patient Handover Information

Move to the Patient Handover (SBAR + Key Clinical Info) table. For each patient, complete one row by entering the room number and patient identifier. Record diagnosis, code status, and allergies to highlight immediate clinical risks. Use the Situation & Assessment field to capture current clinical status, then the Background field to document relevant history that informs care during the next shift.

3- Summarize Unit Activity

Fill out the Patient Census Summary to reflect overall unit dynamics. Enter the total number of patients and note admissions, discharges, and transfers that occurred during the shift. This gives the incoming nurse a quick operational overview before diving back into patient-level details.

4- Update Lines, Safety, and Equipment

Complete the Lines, Safety & Equipment section by documenting all IVs, lines, and drains—specifying type, site, status, and due information. Select applicable safety precautions from the dropdown (e.g., fall or isolation). Note any equipment or room issues that may affect care or require follow-up.

5- Record Medications and Treatments

In the Medications & Treatments section, document which scheduled medications were given, including PRNs with time and patient response. Identify any pending medications or labs to prevent omissions. Record ongoing treatments such as wound care, oxygen therapy, or mobility assistance.

6- Add Communication and Notes

Use the Communication & Notes section to capture patient or family concerns, updates provided during the shift, and any general notes that support continuity but don’t belong in structured fields.

7- Confirm the Handover

Finalize the process in the Handover Confirmation section. The outgoing nurse signs and records the time, followed by the incoming nurse’s signature and time. This confirms that responsibility has been formally transferred.

Importance of Nursing Change of Shift Report Template

Improves Patient Safety

A standardized handover format reduces reliance on memory and informal communication. By systematically capturing diagnoses, allergies, code status, medications, and safety risks, the template minimizes the chance of critical information being missed during shift transitions.

Enhances Continuity of Care

Using a printable nursing change of shift report template ensures that ongoing treatments, pending labs, and unresolved issues are clearly communicated. This continuity prevents duplicated work, delayed interventions, and inconsistent patient experiences across shifts.

Reduces Communication Errors

By aligning handover content with SBAR logic and structured sections, the template supports clear, concise, and clinically relevant communication—especially in high-pressure environments.

Supports Accountability and Documentation

The handover confirmation section creates a clear record of responsibility transfer, which is essential for professional accountability, quality assurance, and incident review processes.

Improves Workflow Efficiency

Incoming nurses can quickly orient themselves to the unit, prioritize tasks, and identify high-risk patients without needing to reconstruct information from multiple sources.

Who Can Use the Nursing Change of Shift Report Template?

Staff Nurses

Ideal for bedside nurses who need a reliable structure for giving and receiving handovers while managing multiple patients and competing priorities.

Charge Nurses and Unit Supervisors

Useful for overseeing unit activity, tracking admissions and discharges, and ensuring consistent handover practices across the team.

Hospitals and Clinical Facilities

Supports standardized handover protocols across departments, improving compliance with patient safety and quality standards.

Nursing Students and New Graduates

Provides a clear framework for learning effective handover practices and developing professional communication habits early in clinical practice.

Specialty Units

Adaptable for medical-surgical units, ICUs, step-down units, and specialty wards where detailed clinical handovers are essential.