Guide
Service report template: what to include
Short answer: client and site, date and times, what was found, what was done, parts used, photos, recommendations, and the client’s signature. Everything else depends on your trade.
The fields every service report needs
| Section | Fields |
|---|---|
| Client | Company, contact person, address of the job site |
| Job | Reference or ticket number, technician, date, arrival and departure time |
| Problem | What the client reported and what the technician found |
| Work done | Steps taken, tests, result |
| Parts & materials | Item, quantity, serial number if needed |
| Photos | Before / after, nameplates, the problem area |
| Recommendations | Follow-up work, quotes to prepare, next maintenance |
| Sign-off | Client name and signature, technician signature |
Trade-specific additions
- HVAC: equipment model and serial, refrigerant type and amount, pressures and temperatures, filter changes.
- IT support: devices touched, accounts changed, remote or on-site, time per task.
- Security & low voltage: zones tested, cameras checked, cable runs, panel firmware.
- Cleaning, pest control, landscaping: areas treated, products and quantities, next visit.
Paper, PDF form or app?
Paper and fillable PDFs get lost, are hard to read and need typing up at the office. An app on the technician’s phone fills in the date, client and technician automatically, adds photos and signatures, and emails the client a clean PDF before the technician leaves the site.
Ready-made templates
GITECHY Works comes with report templates per industry that you can change field by field; GITECHY Works Lite is a free plugin for simple reports with PDF by email.
Questions
Should the client sign every report?
For on-site work, yes – the signature confirms the time and the work, and settles most invoice disputes before they start.
How long should a report be?
As short as possible for the technician: required fields only, everything else optional. Long forms get skipped.
Related
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