TEMPLATES · Service report

Service report format and template

A service report is what the customer receives after a visit: what was reported, what was done, what was found and what should happen next. This free service report format covers all of it on two pages, with the customer's acknowledgement, as a printable PDF or an editable Excel with your logo.

Download free PDF

PDF downloads straight away, no form. The Excel asks for your name, company, work email and team size.

Who it is for

Service and maintenance companies that send a report to the customer after every visit: HVAC and AMC contractors, lift and fire and safety companies, equipment maintenance, cleaning and pest control, and facility management. Customers, especially those with maintenance contracts, use these reports as proof of each visit.

What a service report should include

Report details: report number, date, reference (job card, work order or AMC number)
Customer and site: customer, contact person, phone or email, site or location
Technician and time: technicians, time in and time out
Equipment: equipment or asset, make, model and serial number
Service type: breakdown, PPM, installation, AMC visit, inspection or other
Condition on arrival: working, faulty, not working or not accessible
Billing: chargeable, under warranty, under AMC or to be quoted
Reported problem: or the reason for the visit
Work carried out and findings: what was done and what was observed
Parts and materials used: with quantity and remarks
Recommendations and follow-up: none required, quotation to follow, follow-up visit or parts on order
Equipment status after service: operational, operational with limitations or not operational, with the next service date
Signatures: technician and customer, with the date

How to fill it in

Fill in the report details, customer, site and equipment.
Tick the service type and the condition the equipment was in when you arrived.
Write the work carried out and anything you found, in plain words the customer understands.
List the parts used and your recommendations, and tick the follow-up needed.
Record the equipment status and the next service date.
Technician and customer sign. Send the customer their copy the same day.

Service report, job card or work order?

Document	When	What it answers
Work order	Before the job	What to do, where, when and what to bring
Job card	During the job	What was done, the parts and labour used, and the charges
Service report	After the job	What was found, what is recommended and the equipment status, for the customer

WITH ZENTID

Doing it without paper

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With Zentid, the technician's notes, checklist, parts and photos become a branded PDF service report, in English or Arabic. The customer signs on screen, and the report is sent to them on WhatsApp when the job closes. Technicians work on WhatsApp with nothing to install, or in the Zentid Field app, which works offline.

Frequently asked questions

What is a service report?

A service report is the record a service company gives its customer after a visit. It explains what was reported, what was done, what was found, the equipment's status and what should happen next.

What is the difference between a service report and a job card?

The job card is the internal record of the job, including parts, labour and charges. The service report is written for the customer and focuses on findings, recommendations and the equipment's condition.

Should a service report include prices?

Usually not. This format records parts used without prices; charges belong on the job card or the invoice.

Can I add my company logo?

Yes, in the Excel. Replace the logo box and type your company details into the pale yellow cells. The PDF is a fixed printable form.

Can the report be in Arabic?

The template is in English. In Zentid, service reports can be issued in English and Arabic.

Do I need to sign up to download it?

No for the PDF: it downloads straight away. The editable Excel asks for your name, company, work email and team size.

In one paragraph

Zentid's free service report format is a two-page record of a maintenance visit, written for the customer. It covers the customer, site and equipment, service type and condition on arrival, the problem reported, work carried out, findings, parts used, recommendations and follow-up, equipment status after service with the next service date, and technician and customer signatures. It comes as a printable PDF and an editable Excel with space for your logo.