Work Order Template

1. Fill in dispatch and customer info. Start with the work order number, date, and technician assignment. Add the customer's name, address, phone, and any access instructions like gate codes or lockbox combos.

2. Identify the system. Select the equipment type and enter the make, model, and serial number from the data plate. Record the install date and current filter size so the next tech has a complete picture.

3. Document the service. Write what the customer reported, your diagnosis, and exactly what work you performed. Be specific — vague notes cause problems during warranty claims and callbacks.

4. Record readings and safety checks. Log all system pressures, temperatures, and amp draws. Run through the safety checklist. These readings prove the system was operating correctly when you left.

5. Generate the work order. Hit the button to create a clean, printable work order. Have the customer review it, then use it for your records, warranty documentation, or office filing.

A work order is the single document that proves what happened on a job. Every section exists for a reason.

System identification — make, model, and serial number — ties the work to a specific piece of equipment. Manufacturers require this for warranty claims. Without it, you're fighting an uphill battle to get a compressor covered.

System readings document the equipment's operating condition at the time of service. Suction and head pressures, superheat, subcooling, and the temperature split tell the full story. If a customer calls back two weeks later saying the system never worked right, your readings prove otherwise.

Refrigerant tracking is not optional. EPA Section 608 requires records of refrigerant added and recovered for commercial systems. Smart contractors track it on every job regardless of size. It protects you during audits and helps identify systems with chronic leak issues.

The safety checklist is your liability shield. Documenting that you checked for CO, inspected gas connections, and tested electrical components shows due diligence. If something goes wrong after you leave, that checklist is your first line of defense.

Parts used with part numbers create a clear record for inventory management, warranty tracking, and accurate invoicing. No more guessing what capacitor you put in three months ago.

Service and repair calls. Every diagnostic visit and repair needs a work order. The tech fills it out on site — reported issue, diagnosis, work performed, parts used, and system readings. It becomes the permanent record of the visit and the basis for the invoice.

Preventive maintenance visits. During seasonal tune-ups, the work order captures baseline readings and safety checks. Over multiple visits, these readings show trends — rising amp draws, declining temperature splits, slowly dropping pressures — that help you recommend repairs before failures happen.

Warranty and callback documentation. When a manufacturer asks for proof that a system was properly maintained, or when a customer disputes what was done, the work order is your evidence. Complete work orders with readings, parts, and signatures eliminate he-said-she-said situations.