Service report template
A service report records what the technician found and fixed, how long it took and which parts were used. Below is a template to copy or download for Word, plus a version the technician fills in on a phone with photos and the customer's signature.
Service report template
The template is generic — boilers, air conditioning, appliances, IT and machinery. Delete the lines you do not need.
SERVICE REPORT No. [number]
Service provider
[company name], company ID [ID], address [address], phone [phone], email [email]
Customer
[name / company], company ID [ID], address [address], phone [phone], email [email]
Service location: [address, if different]
Equipment
Type / model: [equipment]
Serial number: [number]
Year commissioned: [year]
Reason for the visit
[routine inspection / fault / installation / inspection] — fault as described by the customer: [description]
Findings and work done
Found: [description]
Done: [work carried out]
Materials and spare parts
[item] — [quantity] pcs
[item] — [quantity] pcs
Time and travel
Date: [date], arrival [time], departure [time], hours worked [number]
Travel: [number] km
Outcome
After the service the equipment is [working / working with reservations / not working — further work needed].
Recommendation: [recommendation, next inspection date]
Signatures
The customer confirms the work above was carried out and the equipment was handed back.
Technician: [name] ............................................
Customer: [name] ............................................
Place [place], date [date]
What a service report should include
Equipment identification
Type and serial number. Without them the report is hard to match to a warranty, inspection or insurance claim.
Findings and work done
Keep the condition and the work separate. The customer sees what they pay for and you have evidence if there is a complaint.
Time, travel and parts
The basis for the invoice. Signed by the customer, it avoids later disputes over hours and parts.
Before and after photos
Often decisive for insurers and complaints. In the online version the technician adds them straight to the report.
How to fill in and sign a service report online
- 1
Create the form from the template
The button below creates a form with the fields from this template. Add, remove or rename fields in the editor.
- 2
Fill it in on site on a phone
The form works on phones and tablets with no app to install. Take photos with the camera straight into the image field.
- 3
Sign with a finger
A form can have two signature fields, so both parties sign on the same device right there.
- 4
The PDF arrives by email
After submitting, a PDF with the details and signatures is generated and emailed. Photos stay stored with the response. Each response stores the time and IP address.
When a service report helps
- Servicing boilers, air conditioning and heat pumps
- Appliance and IT repairs at the customer's site
- Machine and equipment maintenance for businesses
- Evidence for an insurance claim
- Handing a repaired item back to the customer
A general template
The template does not replace legal or tax advice. Adapt it to your situation. Gatherino does not provide legal advice.
FAQ
Is the service report template free?
Yes. Copy the text or download it for Word for free, no sign-up. The online version with photos and signatures works on the free plan up to 100 responses a month.
Can the customer sign on the technician's phone?
Yes. The form has a signature field for the technician and one for the customer, and both sign with a finger on the same phone or tablet.
Does the customer get a copy?
A PDF is generated after submitting. The customer can tick that they want an email confirmation and the PDF is sent to them.
How do I find old reports?
Every submitted report is in the responses view, where you can search, filter and export to CSV or XLSX.
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