Service Visit Report Form

Who this is for

The report you leave behind after a service visit. It separates what you found from what you did and what you are recommending, prices the recommended work so it can be approved, and fixes the date of the next visit before you go.

Service engineers and contractors visiting the same sites under contract — equipment, plant, building services, grounds, hygiene — and the client who reads the report.

What this helps you track

• What you found at each item or area, in your own words
• What you actually did about it on this visit
• What you are recommending, with your own price against each line
• Which recommendations were approved on the day and which were not
• Labour on the visit, and the date the next one is due

How to use it

1. Fill in the report number, the visit date, the client, the site and the contract reference, and name the engineer.
2. Go through each item or area and record the condition you found and the work you carried out, then set the outcome.
3. Put anything you are recommending on its own line, with your own price. No figure of ours appears in that column.
4. Ask the contact to mark which recommendations are approved before you leave — an approved line is far more likely to become a job.
5. Enter the labour for the visit, agree and write down the next visit date, and have the report signed.

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

How is this different from a job sheet?

A job sheet is about one piece of work and turns into an invoice for it. This is a report on a visit — condition, work done, what you advise next — and its main output is a recommendation list the client has to decide on.

What price should go against a recommendation?

Yours, or none at all. The column exists so a client can approve work on the spot; leave it blank and write a note if you want to quote properly afterwards. The sheet supplies no prices.

Why record findings and work done separately?

Because the difference between them is what you are still owed. A finding with no matching work is either a recommendation or an outstanding item, and this layout makes that visible instead of burying it in a paragraph.

Can I use it for a contract with several visits a year?

Yes — one report per visit, with the contract reference and the next visit date linking them. Keep the reports together and the site's history reads in order.