Callout and Emergency Job Sheet

Who this is for

An emergency callout recorded with the clock running. Enter the time you were called, the time you arrived and the time you cleared, and the sheet works out how long the response took and how long you were there, then totals the labour and parts.

Trades and maintenance firms on a callout rota — plumbing, heating, electrical, drainage, glazing, doors and locks — and the people who have to report response times.

What this helps you track

• When the call came in, from whom, and by what route
• Response time and time on site, worked out from the clock rather than estimated
• Out-of-hours attendances flagged on their own line
• What was made safe, and what is a temporary repair pending a return visit
• Labour and parts totalled at whatever rate you charge for the hour you attended

How to use it

1. Fill in the job number, the customer, the site and a contact number, and say how the call reached you.
2. Write the nature of the emergency as it was described to you, and what you found when you arrived.
3. Enter the three times on the response line as decimals of the 24-hour clock — 21.5 for half past nine at night. The response and attendance columns fill in.
4. Tick out of hours where it applies, and put the rate you charge for that attendance in the labour table.
5. Record what was made safe and what is temporary, book the return visit if one is needed, and have the sheet signed before you leave.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why decimal times rather than a clock?

So the sheet can subtract them. Write 21.5 for 21:30 and 6.25 for 06:15; the response and attendance columns are then real figures you can total and report on, not text.

What about a call that runs past midnight?

Add 24 to the times after midnight — a call at 23.5 cleared at 01.75 becomes 25.75, and the attendance comes out as 2.25 hours. Note the date change in the notes.

Does the sheet set a response time?

No. What counts as an emergency and how fast anyone must attend is set by your own contract, policy or the rules where you work. The sheet measures what happened and leaves the standard to you.

What if the job needs a return visit in daylight?

Record the temporary repair, say plainly what is not fixed, and agree the return date on the sheet. Start a fresh sheet for the return visit under the same job number.