A job completion form records what was done on a service call and gets the customer's sign-off before the tech leaves. A good one fits on a phone screen. It covers job details, work performed, any parts used, what was found, anything left for later, and the customer's signature, or the reason they didn't sign. Below is a template you can copy, and why each field earns its place.
If you run the office, this form is also the thing standing between a finished job and an invoice you can send today.
Why the form matters to the office
When the completion form is thin, the office fills the gaps:
- Calling the tech to ask what parts they used
- Guessing whether the extra repair was agreed
- Holding the invoice until someone remembers
- Explaining to an upset customer why the bill is higher than the quote
A complete form answers those questions before anyone asks them.
The fields that matter
1. Job details
Customer name, service address, date, technician, and the job or work order number. Most field service software fills these in for you. On paper, they're the fields most often left blank.
2. What the customer reported
One line in the customer's words: "No heat upstairs." "Kitchen sink backing up." It frames everything after it.
3. What the tech found
The diagnosis, in plain language. "Failed igniter on the furnace." "Grease blockage 12 feet down the kitchen line." Add readings where they matter: pressures, temperatures, voltages.
4. Work performed
What was done, step by step if it's more than one thing. This is the field that protects you most in a dispute. When a customer tells their card company a service wasn't received, Stripe's dispute guide lists appointment records and work logs as the evidence to send.
5. Parts and materials used
Part, quantity, and part number if you track it. This feeds the invoice and your stock.
6. Checklist items
For inspections and maintenance, the yes/no items your standard visit includes. Keep it short enough that techs actually use it.
7. Recommendations and follow-ups
Anything the tech saw but didn't fix: "Water heater anode rod near end of life." "Recommend panel evaluation." It's a sales opportunity and a liability shield in one line.
8. Photos
Before and after, and the model and serial tag. Attached to the job, not the tech's camera roll.
9. Customer sign-off
A short statement ("The work described above was completed") and the customer's signature. If the customer isn't available or won't sign, a record of that and the reason. More on that in when a customer refuses to sign.
The copy-ready template
Job completion: {Business name}
Job #: ____ Date: ____ Technician: ____
Customer: ____ Address: ____
Customer reported: ______________________
Found: ______________________
Readings (if any): ______________________
Work performed:
1. ______________________
2. ______________________
Parts used: Part / Qty / Part #
______________________
Checklist:
☐ System tested and operating
☐ Work area cleaned
☐ Customer walked through the work
☐ Photos taken (before, after, tags)
Recommended follow-up: ______________________
Customer sign-off: I confirm the work above was completed.
Signature: ____ Name: ____
☐ Customer not available / refused to sign. Reason: ______
Fields to leave off
Every extra field is one more reason for a tech to skip the form. Leave off:
- Anything the software already knows, like the customer's phone or job type.
- Free-text boxes nobody reads. If no one uses "Additional comments", drop it.
- Internal fields in front of the customer. Tech notes for the office don't belong on the page the customer signs.
- Legal boilerplate you haven't had reviewed. If you need specific wording, get it from your attorney. Don't copy it from a template site.
Trade-specific additions
HVAC: equipment make, model and serial; filter size; refrigerant type and pressures if checked; temperature split.
Plumbing: fixture or line location; water heater make and age; camera findings if used; shut-off location noted.
Electrical: panel make and rating; circuits worked on; test results; whether a permit or inspection is needed.
Getting techs to actually fill it in
The best form in the world does nothing in a glovebox. A few things make the difference between a form that gets filled in and one that gets skipped:
- Keep it short. If it takes more than a couple of minutes, it'll be done in the truck an hour later, from memory.
- Put it where the work is. A form the tech opens from the job beats a form they have to remember to find.
- Fill in what you already know. Customer, address and date shouldn't be typed by hand.
- Make the important parts required. The checklist items and sign-off, not every optional note.
- Show them why. Tell the story of the dispute you lost last year because the form said "fixed" and nothing else. Techs fill in forms that protect them.
- Review a few every week. Pick five completed forms on Friday and read them. When techs know someone reads them, the quality goes up.
If the forms keep coming back thin, look at the form before you look at the techs. A field nobody fills in usually doesn't need to be there.
Paper, PDF or app?
Paper works if you have two techs and a very organized office. A fillable PDF is better, until someone forgets to send it back. The strongest option is a form attached to the job in your field service software, so it's there when the tech opens the job and can be required before the job closes. It also sits next to the photos, which is what makes it useful in a dispute. Why a signature on its own isn't proof of service explains why that matters.
How FSM Navigator does it
FSM Navigator runs a service business from first booking to renewals, so the form lives on the same job as the schedule, parts and invoice. On the Pro and Enterprise plans, job forms turn the template above into something your techs fill in on their phone:
- Build the form from pass/fail checks, readings with an acceptable range, text, dates, choices, photos from the job and signatures.
- Attach it to every job of a job type, to jobs created when you approve a service request for a pricebook service, or by hand. On Enterprise, work order templates can carry forms too.
- Mark it required, and the job can't be completed until it's submitted. Owners and managers can override with a written reason.
- Turn on "Require customer signature to complete" and you get an editable Customer sign-off form, added as a required form to every new job. Edit it into the template above.
- The form sits on the job, so the customer, address and technician are already on record, and the submitted form prints on the job's invoice PDF. The customer gets a copy with the bill.
On work orders (Enterprise), forms bound to the work order template or to a job type attach to each sub-job, so a multi-visit project gets the same sign-off at every stage.
FAQ
What is a job completion form?
A record of what was done on a service call, signed by the customer before the tech leaves.
What should a job completion form include?
Job details, what the customer reported, what was found, the work performed, parts used, checklist items, recommendations, photos and the customer's sign-off.
Does a job completion form need a signature?
It's strongly recommended. If the customer won't sign or isn't there, record that and why.
How long should the form be?
Short enough to fill in on a phone in a couple of minutes.
Should the customer get a copy?
Yes, if you can. A customer who can see what was done, especially one who wasn't home, has fewer questions when the invoice arrives. Email it, leave a printed copy, or attach it to the invoice.
Is a job completion form the same as an invoice?
No. The form records the work. The invoice bills for it. Keeping them separate means the customer can sign off on the work without feeling they're agreeing to a price on the spot.