Quick summary
- 01Capture the starting condition before work changes the site.
- 02Record approvals, readings, materials, and changes while the job is active.
- 03Close the work with a clear result, customer acknowledgment, and follow-up items.
Before work begins
Confirm the customer, property, service location, assigned work, equipment, and access instructions. Photograph the starting condition when it helps establish existing damage, equipment condition, site access, or the area being serviced.
Review safety requirements, required permits, customer restrictions, and the approved estimate or work authorization before changing the site.
During diagnosis and service
Record the symptoms observed, testing performed, readings, findings, and the reason for the recommended action. Notes should be understandable to someone who was not present at the job.
When the scope changes, document the new condition, the proposed work, price impact, and customer approval before proceeding. Record materials and major components as they are used.
Photographs that tell the story
Useful photographs show context, identification labels, defects, completed work, and areas that require follow-up. Avoid large sets of nearly identical images. Each photo should help explain the condition or result.
Protect customer privacy by excluding unrelated personal information, people, documents, access codes, or private areas that are not needed for the service record.
Completion and customer communication
Describe what was completed, what was tested, and whether normal operation was restored. Include final readings, warranty information, operating instructions, and maintenance recommendations when applicable.
Clearly separate completed work from recommendations that remain open. Obtain the required customer acknowledgment or approval and provide the customer-facing record through the company’s normal process.
Office review and retention
The office should be able to verify that required fields, approvals, photos, materials, and signatures are present before the job is closed or invoiced. Missing records should be returned for correction while details are still fresh.
Keep job documentation with the customer, site, and equipment history so it remains useful for warranty work, repeat visits, and future planning.
Working checklist
- 01Customer, site, equipment, and assignment confirmed
- 02Starting condition and safety requirements recorded
- 03Findings and readings documented
- 04Changes and customer approvals captured
- 05Materials and major components recorded
- 06Completion photos and final readings included
- 07Open recommendations separated from completed work
- 08Customer acknowledgment and office review completed