HVAC Service Report Template: Free PDF Download

To help HVAC contractors document service calls efficiently and ensure a clear record of work performed, we’re offering a free HVAC service report template. 

To get your free template, fill out our form (to the right on desktop, or above on mobile) and we’ll email it to you straight away. 

What’s Included in the HVAC Service Report Template

Our printable service report template includes all the essential fields for your HVAC technicians to fill in: 

1. Customer & Site Info

• Customer’s name, address, telephone number, and unit location

2. Equipment Details 

• System type (AC, Heater, Heat Pump)

• Make & model

• Serial numbers

• Age of system

• Install date

3. Service Visit Summary

• Date of visit

• Technician name/s

• Reason for service

• Actions performed

• Materials used and price

• Labor costs

• Total cost

4. Findings & Recommendations

• Current system conditions

• Issues noted

• Recommended follow-up (monitor next visit, schedule repair/replacement, informational only

5. Warranty Coverage

• Details of parts warranty (including period and expiry)

• Details of labor warranty (including duration and expiry)

• Details of what is not covered by warranty

6. Technician Confirmation

• Dirty coils cleaned

• Replace filter/part

• Leak area cleaned

• Technician signature and date

6. Service Summary

• Service duration

• Materials used

• Costs (labor, parts, and total)

• Payment method and status

7. Customer Acknowledgment

• Customer’s signature and date

Why You Need an HVAC Service Report

An HVAC service report template helps:

• Ensure techs follow the proper procedures for each job

• Guide techs through each step of the service call to diagnose the problem

• Itemize materials used for a job, labor costs, and warranty information

• Give customers a thorough report about their HVAC systems

• Document possible sales opportunities to replace aging HVAC equipment

What Happens When You Don’t Use HVAC Service Report Templates

In contrast, HVAC business owners who use paper service report forms instead of digital templates or software:

• Slow down the productivity of HVAC technicians, who must pick up the forms, fill them out correctly, return them to the office, and help your office staff decipher what they wrote.

• Create more work for office staff who need to input the information into the company database, then file and store the Google docs or Microsoft Excel sheets for retrieval.

• Risk damaged, misplaced, or lost paper forms, which increases inefficiency and damages customer experience.

Some contractors skip this step entirely, going straight from the work order to invoice, and only sharing service work details with the customer verbally. This can lead to poor customer service and miscommunications.

The Drawbacks of PDF HVAC Service Reports

While our service report template is a good starting point, it has its limitations:

1. No Multimedia Support → Lost Context & Disorganized Documentation

   • An HVAC service report template is limited to text, meaning technicians can’t attach key photos or videos directly in the form.

   • Instead, they must store media separately, increasing the chance of losing critical evidence or failing to communicate the full scope of an issue.

2. Static & Inflexible → No Real-Time Updates or Documented Approvals

   • An HVAC service report template can't confirm whether the tech serviced or repaired the correct components, like airflow or the drain line. If a key task is missed, there’s no automatic way to catch it before closing the job.

   • A PDF template doesn’t update in real-time, track changes to work orders or prices, or flag signature approvals. 

3. Lack of Integration → Time-Consuming & More Costly

   • PDFs don’t automatically sync with scheduling, CRM, or the other apps you use to run your HVAC company.

   • Manually scheduling routine maintenance visits and service calls for hundreds of customers correctly and efficiently is time-consuming and near-impossible—slowing down estimates, follow-ups, and approvals.

4. Disorganized Communication → Inefficient & Limits Customer Experience

   • Informing customers in real time about the status of a scheduled service call via texts, emails, and phone calls is inefficient and error-prone.

   • Miscommunication and keeping customers waiting diminishes customer loyalty and experience.

Why Settle for Outdated PDFs? ServiceTitan Solves These Pain Points

Using a PDF template works to a point, but it’s laborious, inflexible, and can’t be integrated with other business processes. And, if your business serves commercial HVAC customers as well as homeowners, these inefficiencies are magnified tenfold.

In the next section, we’ll explain how ServiceTitan’s HVAC contractor software solves these issues by streamlining the service report process, improving customer satisfaction, and maximizing profitability with:

• Customizable service reports and checklists → increase efficiency and enhance customer experience

• Mobile app → provide swift estimates and payment solutions directly from the job site

• Integrated scheduling and dispatching → ensure techs arrive on time for all types of service calls, keeping customers informed in real time

• Automated billing and membership renewals → streamline your service reporting process, minimize missed payments and cancellations 

• Invaluable data insights → understand and improve how service calls are performing

How ServiceTitan’s Custom Forms & Checklists Optimize HVAC Service Reporting

ServiceTitan’s customizable digital forms and checklists can be accessed by all employees, whether office-based or out in the field, in real time, via our mobile app. HVAC contractors can easily create fully customized service reports and checklists (such as preventative maintenance checklists) to ensure that techs follow your specific procedures and collect all the necessary information for every job. 

Key Features of Custom Forms

• Flexible Customization: Easily build forms from scratch or use pre-built templates sourced from TitanExchange, where you can access tried-and-tested forms used by other HVAC businesses. Tailor them to suit your needs and preferences.

• Multi-Format Options: Add a variety of inputs to your forms, including:

  • Text fields

  • Number fields

  • Checkboxes

  • Photo/video uploads

  • Dropdown menus

  • Stoplight buttons

  • Digital signatures for sign-offs

• Job-Specific Integration: Attach forms directly to specific jobs, customers, locations, or HVAC equipment.

Customization Features for Particular Tasks

ServiceTitan users can specify any number of custom details to be included on their forms.

For example, you can include HVAC equipment items or technical terms such as: heat pumps, refrigerant levels, condenser coil, ductwork, air conditioning systems, blowers, drain lines, evaporator coils, and heat exchangers.

This means you can create service reports that capture the exact information you require with no need to worry about running out of space, which is often an issue with paper forms.

In addition, every form and checklist can be duplicated as many times as necessary to address all of the HVAC units present, right from the job site.

Request for Photo or Signature

ServiceTitan also gives you the ability to request and include an almost unlimited number of labeled photos within your forms. 

For example, you could require photos of the air conditioner on which your tech is conducting the service report. A photo of the model number of the HVAC equipment would ensure an accurate record, too, in case the information was mistyped onto the form. 

You could also require a signature, for example, from a customer who forgoes a technician's recommendations on the service report, which could cover the contractor if the customer’s preferred solution fails and they expect free work. 

Both of these measures help ensure that the customer has a clear record of the report and also what was recommended and agreed to, increasing customer satisfaction and minimizing the chance of issues further down the line.

Gated Workflows

Business owners can require a technician to check off each and every step on a service report before allowing them to close out the report. They can also select the option to require techs to fill out certain forms for certain jobs. 

For example, if a tech is performing a preventative maintenance check-up, they can be required to complete your HVAC maintenance checklist before they’re able to mark the job as complete. 

Or, if they’re installing a new air conditioning unit, they can be required to complete an HVAC installation checklist and warranty form before closing out the job. 

This fosters accountability through automation, radically reduces the chance that key steps are missed, and ensures the report is completed correctly. 

Real-Time Supervision 

Since all of the data entered into the ServiceTitan platform is instantaneously available to users, HVAC business owners can actually observe their techs working through an HVAC service report in real time.

Techs can even have their supervisors sign off on important steps remotely, from their tablet or desktop. Not only does this reduce the chance of error, or any missed steps, but you have a clear picture of a tech’s progress and speed. 

ServiceTitan’s Mobile App Helps your HVAC Techs Work Smarter

In addition to the features ServiceTitan offers for digitizing and customizing your HVAC service reports, our software integrates all your forms with the rest of your business operations so that your HVAC techs have full access to everything they need to carry out their work, with just a few taps on their mobile app.

Here’s an overview of just some of ServiceTitan’s features techs can access:

• Customer information and history: Including contact details, notes, property data, and call recordings, so techs will always know who they’re dealing with and if there are any special requirements (such as a preferred phone number).

• Complete job histories: Full details of existing equipment, prior work carried out including any previous service or maintenance reports, invoices, and servicing statuses, so techs can identify upselling opportunities, such as when equipment needs replacing or when a membership agreement has expired.

• Estimate creation using up-to-date pricebooks: With our integrated pricebook and estimate templates, techs can build estimates and present good-better-best options instantly. This saves time on delivering estimates to customers whose needs are often urgent. 

• Customer financing options: Customers can apply and be approved by one of our financing partners in minutes, helping techs overcome objections that might otherwise reduce profitability.

• Convenient customer payments: Save time and bring in revenue faster by taking payments on the spot. Techs can create and issue invoices on their mobile app and offer flexible payment options to customers (credit card, check, customer portal, etc.). 

Integrated Scheduling and Dispatching

ServiceTitan's software simplifies scheduling, so that HVAC service providers can effortlessly organize when techs need to arrive for all types of service calls — from emergency services to yearly maintenance jobs. 

With ServiceTitan’s scheduling and dispatching tool, you can:

• Book service calls days, weeks, or even months in advance → especially useful for recurring maintenance services. 

• Use custom tags to flag technical specs or even languages spoken →  ensures the right tech with the right skill set attends. 

• Track techs and traffic delays in real time → your dispatch team can contact techs and customers via SMS to make sure everyone is aware of any last-minute changes such as lengthening a job, or rescheduling it altogether.

Automate Billing and Membership Renewal

Oftentimes, HVAC service reports are completed in the context of HVAC memberships or maintenance agreements. ServiceTitan’s membership functionality lets HVAC businesses document, manage, and track recurring services associated with service agreements, including billing and renewal. This automation streamlines the process quickly and efficiently, and increases profit.

• Access & Update Membership Information Centrally: Easily store, edit, and view HVAC membership information such as type, agreement period, location/s, billing schedule and price, service frequency, and more.

• Set Up Automated Billing Rules: Bill for memberships on a monthly, yearly, or quarterly basis, according to the needs of your business and customers. Once the rules have been set, virtually all that is left for users to do is follow up on failed credit card transactions. 

• Access Master List of Memberships:  Review the status of every membership account — paid and unpaid. This lets you analyze the efficacy of service agreement bill collection, month to month, and how much revenue is coming in. 

• Integration with Accounting Software: For HVAC contractors that use QuickBooks, our easy-to-use integration captures and exports all transactions to your QuickBooks account and allows contractors to run a revenue recognition mode.   

• Membership Renewal Protection Feature: Business owners can auto-update credit card expiration dates. This means contractors can avoid calling customers to request updated card information, which reduces the opportunity for membership cancellation. 

Monitor Performance with In-Depth Reporting

ServiceTitan offers HVAC contractors unrivaled insights by tracking how HVAC service reports are being implemented and performed. 

• Analyze Multiple KPIs: HVAC business owners can quickly sort and analyze datasets from dozens of KPIs to get a clear vision of what’s working, what’s not, and how to adjust their approach. 

• Create Marketing Campaigns to Drive New Jobs: Use metrics for conversion rate, average ticket size, customer satisfaction, memberships sold, generated leads, tasks per call, and more, to create campaigns with ServiceTitan’s Marketing Pro. Tailor target audiences to send individual (or bulk), automated emails to customers due for a visit or hanging on to old HVAC equipment. 

• Prioritize Potential Big-Ticket Orders: HVAC business owners can drill down into customer data to prioritize marketing campaigns based on factors such as which customers are most likely to soon yield big-ticket work orders. 

Want to See These Features in Action?

While using a free PDF template is a good starting point, the ServiceTitan features we’ve described help streamline your service report process to:

• Deliver a fast, efficient service to customers

• Boost customer satisfaction

• Increase profit for your HVAC business