HVAC Service Job Sheet

Who this is for

A service visit written down while it happens. The unit is identified by make, model and serial, the readings go in as found and as left, refrigerant moved on or off the system is recorded, and the labour and parts total themselves.

Air conditioning, refrigeration and heat pump engineers servicing units under contract or on call, and the office that invoices the visit afterwards.

What this helps you track

• Which unit was serviced, by make, model, serial and location
• Readings as found and as left, side by side in your own units
• Refrigerant recovered, charged and the cylinder it came from
• Labour hours and parts, totalled at your own rate
• A customer signature against a unit left running

How to use it

1. Identify the unit first: make, model, serial number and where it sits, plus the system reference the customer uses.
2. Take the readings before you start and write them in the as-found column; repeat at the end into as-left.
3. Record any refrigerant recovered or charged with the type, the quantity and the cylinder — figures and units are yours to write.
4. Tick the service checks as you go, then enter the labour hours against your rate and the parts used.
5. Read the summary totals, note any fault left outstanding, and get 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

Does it tell me what the readings should be?

No, and deliberately so. Target pressures, temperatures and superheat depend on the system, the refrigerant and the conditions on the day. You write what you measured; the manufacturer's data tells you what it means.

Is this an F-gas or refrigerant handling record?

It records what you moved and from which cylinder, which is worth having on the job sheet. Whatever register, certification or reporting applies where you work is a separate matter — check the rules that cover you.

Can I use it for a heat pump or a boiler?

Yes. The unit details, readings and checks fit any packaged plant. There is also an HVAC and heat pump service log on this site for the customer's own history of the same unit.

How do I charge a fixed-price service contract?

Put the contract price in the rate column with 1 in the hours, or leave the labour rate blank and use the sheet purely as the visit record. The parts table still totals anything chargeable.