Shift swap request
Swaps involve two people and two dates, which is why they go wrong. One form, signed by both parties, keeps the trade from becoming a conversation that only one of them remembers.
For trading specific dates while both people keep their usual pattern. If one person is moving permanently, that is a shift change, not a swap.
Shift swap — both parties sign First employee: Name, code, department Date and shift being given up: Date, shift name, window Second employee: Name, code, department Date and shift being given up: Date, shift name, window Does either party exceed their usual weekly hours: Yes or no. If yes, say by how much Rest gap between the swapped shifts: Hours between finishing one and starting the next Skills or certificates the covered shift needs: Both parties qualified? Name the requirement First employee agrees ____________ Date ______ Second employee agrees ____________ Date ______ Supervisor confirms cover and qualification ____________ Date ______ Roster amended by ____________ on __ / __ / ____
How to fill it in
- Both sign before it goes anywhere. A swap with one signature is a rumour. The second signature is the whole point of the form.
- Check the rest gap. A late finish followed by an early start is the swap that produces a tired mistake. Minimum rest is set by local rules, so use yours.
- Check the qualification, not the headcount. Two bodies are not cover if only one of them can run the machine or sign the release.
- Amend the roster the same day. An agreed swap that nobody wrote down turns into two absences on a Sunday.
- Cap how often people can swap. Frequent swapping between the same pair usually means the roster is wrong. Fix the roster instead.
In PeopleMuster an agreed trade becomes a shift assignment with its own start date and assigner, and the assignment history keeps the old pattern on file. This form is the signed agreement behind that change. How shift assignment works.
Questions people ask about this letter
Who is responsible if the second person does not turn up?
Write the answer into the policy before you need it. Most teams hold the person who accepted the shift responsible, and say so on the form.
Does a swap change anyone's contracted hours?
No, if the trade is even. If one party ends up with more hours in the week, that is extra time and belongs on the overtime form instead.
Can three people swap in a chain?
Avoid it. Use one form per pair. Chains collapse when one link falls out, and nobody can tell who is covering what.