Free job sheet template for trades
A job sheet is the one-page record of a visit: who it was for, where, what was reported, what you did, which parts you used, and a customer signature to confirm it. Fill it in on site before you leave. It is your proof of work if a customer disputes a visit, and it is the source for the invoice, so nothing gets forgotten or priced from memory on a Sunday night. This free template is one A4 page in Word and PDF.
Free, no sign-up, no email. A4. Replace everything in [square brackets] with your own details.
Preview
This is the document you will download. The Word file is fully editable.
Job sheet
Customer and site
The job
Parts and materials used
| Qty | Part or material | Cost |
|---|---|---|
| [1] | [Part description] | [0.00] |
Follow-up
- Job completed
- Further work needed (describe below)
- Photos taken
- Site left clean and tidy
Sign-off
The customer confirms the work above was carried out.
Free template from gafferly.com
What to include, and why
Job reference, date and engineer
A reference ties the sheet to the quote and the invoice. The date and the engineer's name answer the first two questions anyone asks when a visit is queried.
Customer name, phone and site address
The address the work was done at, not just the billing address. Landlords, agents and head offices are rarely at the site.
Reason for the visit or fault reported
Write what the customer told you, in their words. If you later find the real fault is something else, the sheet shows the difference between what was reported and what you found.
Work carried out
This is the most valuable box on the page. Say what you did and what you found, in enough detail that someone who was not there could follow it. 'Replaced thermostat' is thin. 'Found room thermostat dead, replaced with like-for-like, tested heating call and hot water, system running normally' is proof of work.
Parts and materials, with quantity and cost
Listing parts on the sheet means the invoice can be built from it, and the customer can see what they are paying for. Parts forgotten at this stage are money you never bill.
Arrived and left times
If you charge by the hour, or a customer queries how long you were there, the times settle it. They are also useful for your own records of how long jobs take, which makes the next quote more accurate.
Further work needed
Write down what you advised and what you could not finish, for example a part on order or a recommendation the customer declined. It protects you if the same problem returns and the customer says nobody mentioned it.
Customer and engineer signatures
The customer's signature, printed name and date confirm that the work was carried out. It will not stop every dispute, but a signed sheet is far harder to argue with than a memory.
How to fill it in
- Download the Word version to edit and print, or the PDF if you will fill it in by hand on site.
- Add your business name and a job reference before you print a stack, so only the customer and job details are left to write on site.
- On arrival, fill in the customer, site address and the fault as reported, before you start work.
- While you work, note what you found and what you did, and jot down parts as you use them rather than at the end of the day.
- Before you leave, tick the checklist, note any further work, and get the customer to sign and date it.
- Take a photo of the signed sheet or keep the carbon copy, and use it to raise the invoice the same day.
Common questions
What is a job sheet?
A job sheet, also called a job card or worksheet, is a short record of one visit or job: the customer, the site, what was asked for, what was done, the parts used, the time spent and usually a customer signature. It is completed on site and is the basis for the invoice and for any later query about the work.
What is the difference between a job sheet and an invoice?
A job sheet records what happened on site. An invoice asks for payment. The job sheet does not need to show prices, though it can show parts costs. The invoice shows the amount owed and the due date. Keeping them separate means you can hand over a signed job sheet at the door even when the invoice is raised later.
Does the customer have to sign a job sheet?
No law says they must, but it is good practice. The signature shows the customer saw the sheet and agreed the work was carried out. If a customer will not sign, write 'customer declined to sign', add the time and keep the sheet anyway. It is still your record of the visit.
What should I write in the work carried out box?
Write what you found, what you did and the result, in plain sentences. Name the parts you fitted, say what you tested and what the readings or outcome were, and note anything you advised but did not do. A good test is whether a colleague could pick up the job from your notes alone.
When paper job sheets pile up
Paper job sheets work until they are in the bottom of a van, unreadable, or in the wrong pile when someone queries a visit. The information also has to be typed again into an invoice.
In Gafferly the engineer completes the job on their phone. They write the work done, or dictate it and let the AI draft the report, add the parts and photos, and get the customer to sign on screen. The customer is then sent a job sheet showing the parts, photos and signature.
Card required to start. From £29 per user per month, no VAT added.