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Free Field Service Report Template

Fill in the job, what the customer reported, what you found and what you did. The time on site and the parts total work themselves out, the report builds next to the form, and you print it for a signature or save it as a PDF for the customer.

What a service report includes

  • Job details

    A report number, the work order it answers, the service date, arrival and departure times (the time on site is worked out for you) and where the job stands: completed, follow-up needed or waiting for parts.

  • Customer, site and technician

    Who the customer is and how to reach them, where the work was done when that is not their address, and who did it.

  • Equipment

    Make, model and serial number of each unit you worked on, so the next technician and the warranty claim find the same machine.

  • Problem, diagnosis, work performed

    What the customer reported, what you found and the cause, and what you did and how you tested it. This is the part the customer actually reads.

  • Parts and labor

    Quantity, part and unit price for everything fitted, with line totals and a subtotal, plus labor hours and rate when you bill them.

  • Recommendations and sign-off

    What the customer should do next, a follow-up date if one is needed, a note of any photos, and signature lines for the customer and the technician.

From work order to service report

The work order goes out before the visit: the customer, the site and the job to do. The service report comes back after it: what the technician found, what was done, what was used and how long it took. Customers keep the report; your office uses it to raise the invoice and to plan the follow-up.

Fill in the job details and equipment on arrival, the diagnosis while it is fresh, and the parts as you fit them. Before you leave, walk the customer through the work performed and the recommendations, then ask for the signature: a signed report settles most "what did you actually do?" calls later.

A field service report is the same document under another name, used by HVAC, plumbing, electrical, appliance, IT and equipment service companies whose technicians work at the customer's site rather than in a shop.

Need the instruction before the visit? Use the work order template and quote its number on this report.

Customer wants a price for the recommended work? Send it with the quotation generator.

Service report, work order, invoice, daily report

Service report
The technician's record of one service call for the customer: problem, diagnosis, work performed, parts, time on site, recommendations and signatures.
Work order
The instruction before the job: who the customer is, where to go, what to do and who is assigned.
Invoice
The bill. It can be built from the signed service report and quote its number, with tax and payment terms added.
Daily report
A construction site's record of a whole day for the project: crews, weather, deliveries and progress, not one customer's repair.

Tips for service reports customers read

  • Write the problem in the customer's words

    "Upstairs never gets cool after 3 pm" is what they will judge the visit against. Your diagnosis goes in its own box.

  • Say how you tested the fix

    "Replaced capacitor" is a claim; "replaced capacitor, measured 44.8 µF, ran 20 minutes, 18 °F split" is a record.

  • Put the serial number on every unit

    Warranty claims, recalls and the next visit all start from the serial number. Photograph the rating plate if it is hard to read.

  • Make the recommendation a next step

    "Replace the filter every 3 months" or "quote for a new condenser by Friday" gets acted on; "unit is old" does not.

More for field service sellers and technicians: HVAC sales training, pest control sales, property inspection notes.

Say the job notes in the van. Paste them into the report.

The diagnosis and the work done are clearest right after the job, before the next call pushes them out. Dictate them into ParrotNotes on your phone and get the transcript and a summary to paste into the report, instead of typing on a tablet in the driveway. Free for 100 minutes of recording a month.

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