Field Service Report Template: Free PDF Download

In this post, we share a free field service report template designed to help field service technicians document service calls efficiently and ensure a clear record of work performed. Below, we’ll provide a link to download the template to begin using it in your field service business.  

Keep in mind that traditional workflows for using PDF report templates (as well as Microsoft Excel, Google Docs, etc.) come with various challenges. For example:

• Lack of integration: PDF reports typically won’t integrate with the other tools you’re using throughout a job. For example, they won’t automatically pull customer information from your CRM, or equipment and parts numbers from your pricebook. This information needs to be looked up and entered manually into the report.

• Repetitive data entry: Due to the lack of integration,  must manually enter the same customer and job information into different reports and systems by.

• Limited to text only: PDF templates do not allow the addition of photos, videos, or other media that are often necessary to include in field reports.

• Accountability challenges: PDFs lack features that help ensure field reports are completed regularly and on time, which can lead to gaps in oversight.

So, in addition to sharing the free service report form below, we’ll also walk through how our field service management software and mobile app, ServiceTitan, solves these challenges and more.

Download Our Field Service Report Template

The template contains the following sections and fields for staff to complete:

General Information

• Company Name

• Technician Name

• Job Number

• Date of Service

• Time of Arrival

• Time of Departure

• Client Name

• Client Contact

• Service Location Address

Service Details

• Type of Service Performed

  • Installation

  • Maintenance

  • Repair

  • Inspection

  • Other (specify)

• Detailed Description of Work Performed

Equipment and Parts Used

• Equipment/Part Name

• Model/Part Number

• Quantity Used

Work Environment

• Type of Environment

  • Indoor

  • Outdoor

  • Hazardous Environment

  • Confined Space

  • Other (specify)

Issues Encountered

• Were there any issues encountered?

  • If Yes, provide a description

• Resolution or Follow-Up Action Required

Client Confirmation

• Was the service completed to the client's satisfaction?

• Client Signature

• Date

Technician Notes & Observations

• Additional notes or observations

Technician Performance Metrics (for Internal Use)

• Time spent on job

• Breakdown of time spent

Compliance with Company Protocols

• Safety procedures followed

• PPE worn

• Job checklist followed

Supervisor Review & Sign-Off

• Supervisor Name

• Supervisor Signature

• Date of Review

Next Service Schedule (If Applicable)

• Next Service Date

• Next Service Type

Job Completion Status

• Status of the Job

  • Completed

  • Pending Further Work

  • Follow-up Scheduled

  • Additional Parts/Equipment Ordered

  • Other (specify)

Using this report form can help ensure field technicians thoroughly document work that’s been performed on each job. However, as noted earlier, PDF forms have key limitations including:

• Lack of integration with the other tools you use

• Repetitive manual data entry

• Limited to text only

• Inability to ensure reports are created regularly and on time

Below, we’ll discuss how a field service management platform like ServiceTitan can help contractors address these challenges.

How ServiceTitan Custom Forms Streamline Field Service Reporting

ServiceTitan allows you to create customized forms and checklists including field service reports. Report forms and checklists can be added to specific jobs, customers, locations, or equipment. All forms can be accessed on our desktop or mobile app. 

This functionality eliminates the need to type job reports into a PDF that’s disconnected from the rest of your workflows. Instead, it will provide a form that is easy to fill out via mobile device, and easy to access by the person in charge of reviewing the report. 

More than 10 different formats can be used for each form item, including text, numbers, checkboxes, photo/video uploads, dropdowns, stoplight buttons, and more. Signatures can also be added if you require someone from the team to sign off on your reports, and rules can be set to require certain team members to fill out particular forms at set times.

Forms can be built from scratch. But our users also enjoy access to numerous pre-built templates — sourced from forms used by other businesses via TitanExchange. These, too, can be customized to a shop’s specific needs or preferences.  

It's up to each business to decide which forms and checklists they want technicians to complete for a given job. For example, if you’re an HVAC business, having your technicians complete an inspection checklist while on a routine maintenance visit might just be the field service report they create for that job.

In the rest of this post, we’ll walk you through the technician experience of our field service mobile app where forms and checklists are filled out.

ServiceTitan’s Mobile App Experience for Field Technicians

ServiceTitan’s mobile app, compatible with both Android and iOS operating systems, offers an intuitive user experience that techs love, beginning with the home screen dashboard:

From the dashboard, techs can quickly and easily see the jobs they have scheduled for that day, each presented as a job card with basic information such as:

• Customer’s name and contact information

• Scheduled date and time

• Address 

• Arrival window

• Tags identifying other key job information (potential member, replacement opp, etc.)

Then, each card can be tapped to pull up a dedicated page with further details about that job, as shown here:

This page will display further information such as:

• Detailed work order descriptions collected from the initial phone call

• Distance to the job site

• Ability to get directions

• Access to the call recording between the office staff and the customer

As the job progresses, any new assets that are created — such as images of the job site or installation, recommended estimates, pinned notes, or purchase orders — are automatically stored through that page, easily accessible at any time (by anyone in the company who may need to see them). 

If enabled, techs can dispatch themselves when they’re ready to head to the job, and office staff will receive automated notifications as they reach the job, begin work, or complete work. Alternatively, businesses can adjust settings so that only dispatchers, office staff, or certain team members can dispatch techs.

From each job page, techs can also access the other essential tools they need throughout the lifecycle of a job. Via the left sidebar, they can view and utilize:

• Customer History: Techs can see previous estimates, recurring services, existing equipment, previous invoices, photos, and videos from previous jobs, and more.

• Job Forms: Techs can access job forms that require digital signatures such as warranty agreements, as well as forms that foster accountability and better customer service (such as inspection reports, customer satisfaction surveys, or pre-appointment customer experience checklists).

• Estimates: With seamless pricebook integration, techs can build attractive estimates and multi-option proposals on the fly, right from their mobile device. Or they can select and customize pre-built estimate and proposal templates built by the back-office team. (We’ll discuss this more below.) 

• Invoices: Techs can easily generate invoices and send them to customers in a variety of ways.

• Closeout: Once they complete a job, techs can accept payments on the spot from customers via check or credit card. 

Notably, our app has offline capabilities, so all of these features and workflows are available even when techs are outside of zones with cell service or internet connectivity (a key feature that not all software solutions offer).

Now, let’s zoom in on our mobile estimates feature as it plays an integral role in many key facets of a field service app: tech experience, customer experience, sales enablement, etc. 

From the estimates tab, you can view any previous estimates that have been quoted to that customer, or create a new estimate for that specific job. When creating a new estimate, you can use a template or configure it from scratch by selecting items from your pricebook, as shown here:

The pricebook categories and search bar make it easy to find what techs are looking for, and each item can be tapped to see more relevant information about that product. For example, detailed product descriptions, flat rate price, member price, pictures and videos, and warranty information.

Techs can then tap “Add to Option” to add that equipment to one of their estimates in a Good-Better-Best-style proposal. 

Once a proposal is ready, techs can tap “Present” to enter a presentation mode built for providing a clean yet detailed customer experience, while also taking the burden of “selling” off of the technician. 

Customers can tap into each option for more details, view pictures of equipment, and even see rebate and energy savings data. Once they’ve selected the right option for them, they can apply for financing through one of our financing partners, if needed, or close out on the spot. 

At that point, field technicians can collect payment however customers want to pay, whether through cash, check, or credit card. (They can scan checks right from the mobile application, reducing your need to visit the bank to deposit checks.)

When the job is done, dispatchers can be automatically updated on their tech’s status, and techs can move on to their next job (or take their break, follow up on unsold estimates, clock out, etc.). 

Want to See These Features in Action?

In addition to the mobile features we’ve outlined in this post, ServiceTitan can help field service businesses with much more, including: 

• Unique features to automate scheduling and dispatching

• Customizable reporting dashboards

• Timesheets and time tracking

• Built-in inventory management systems

• Accounting integrations with Intacct, QuickBooks, and Viewpoint Vista

• And more