How to write a service report

A service report should answer every question the next technician and the customer will ask.

The example below is a report written on site for a boiler fault. The company and people are fictional.

• Customer: Lale Patisserie, Kadıköy · Contact: Hande Çelik
• Device: Combi boiler 24 kW · SN KB-55102
• Complaint: "The boiler won't fire up when we open in the morning, and a fault code shows on the display."
• Work done: Ignition electrode found dirty and worn, replaced. Gas pressure and flue draught measured, both normal. Boiler started and stopped three times and fired every time.
• Part used: Ignition electrode · 1
• Checklist: Gas leak check done · Flue connection checked · Water pressure set to 1.5 bar · Heat exchanger cleaning not applicable
• Photos: Old electrode (before), new electrode fitted (after)
• Technician: Tolga Er · Customer signature: Hande Çelik
• Next service: 23 October 2027

The most common mistake is summing up the work in two words, such as "maintenance done". That tells nothing to the next technician or to a customer who disputes the bill.

• No serial number: With three devices at one address, nobody knows which one was serviced.
• Vague part name: "Part replaced", with no part name or quantity.
• No photos: When the customer says "it was working anyway", there is nothing to show.
• Signature collected later: Someone has to go back to the customer for a signature after the technician leaves, or it never gets signed.
• No next service date: The device only reminds you of its next service when it breaks down.

The customer's signature shows they accepted the work. A service report is a work record: it captures the work done, the parts used and the customer's sign-off. For documents that need a legal e-signature, you use your e-signature provider. The invoice is issued separately; in PureField, an invoice is created from the completed service report.

With the service report generator you make the report on site from a phone or tablet. Enter the customer and device, the complaint, the work done, parts used and the checklist.

• Add up to four before and after photos. They are shrunk in your browser before upload, so the PDF fits in an email.
• The customer signs on screen with a finger. You can also add the technician's signature and a company stamp; anyone who prefers not to draw can type their name.
• Download the report as a PDF or email it.
• No account, card details or trial period.
• The form is kept only in your browser while you type; photos and signatures are not saved in the browser. The PDF is generated on our server, and a copy of every PDF is kept on record.

In PureField Field Service the report comes from the work order instead of being written from scratch each time. The technician scans the device's QR code in the mobile app, and its warranty, documents and past maintenance open. They fill in the checklist template you set up for maintenance or installation item by item, add before and after photos and get the customer's signature.

The PDF report goes to the customer's email and the work order closes. The customer rates the service from a link. A report left unfinished on site lands in the panel as a draft; the service manager corrects it, completes it and rates it. The next service date is written to the device card, and as it approaches the customer gets a reminder email.