Free job sheet template for UK trades

A job sheet records what happened on a visit, so you do not have to reconstruct it from messages later. Use this free template for maintenance, installation and other trade jobs, alongside the accepted quotation and any technical records the work requires.

Identify the visit and the agreed work

Start with the job reference, customer, site address, date and person attending. Link to the accepted quote and revision. Describe the task planned for this visit so another member of the team can understand why you attended. Keep customer contact details in your controlled business records and share only what the team needs.

Record what was actually completed

Use plain descriptions of the work carried out and the areas or items involved. Record time and materials accurately, distinguishing your internal records from what is chargeable under the agreement. Note anything not completed and why. Avoid simply writing “all done” where the visit covered several separate tasks.

Keep requested changes separate

If the customer requests extra work, record the request and link it to the variation process. Do not mark a change as approved simply because it appears on a job sheet. Record the authorised decision, agreed price and timing separately, and give the variation a reference that can be traced from this visit.

Example: a return visit to a decorating job

A decorator returns to complete the second coat in a hallway. The sheet records the room, surfaces completed, time spent and materials used. A damaged skirting board is noted as outside the agreed scope, with a separate quote required. The outstanding action has a named owner and follow-up date; it is not hidden in the completed-work description.

Close the visit with an accurate next step

Record remaining work, access requirements and who will arrange the next visit. List the photographs or documents saved against the job without treating them as proof of technical compliance. Customer acknowledgement records a discussion or receipt only to the extent stated; it is not automatically acceptance of extra charges or a completion certificate.

Copy or download the job sheet

JOB SHEET
Job reference:
Accepted quote / revision:
Customer:
Site / work location:
Visit date:
Operative / team:

PLANNED WORK

WORK COMPLETED THIS VISIT

TIME RECORD
Start:
Finish:
Breaks:
Total hours:

MATERIALS USED
Item | Quantity | Notes

REQUESTED CHANGES
Request | Variation reference | Approval status

OUTSTANDING WORK / ISSUES
Item | Next action | Owner | Target date

PHOTOGRAPH / DOCUMENT REFERENCES

CUSTOMER COMMENTS / ACKNOWLEDGEMENT
Name:
What was acknowledged:
Date / method:

NEXT VISIT OR FOLLOW-UP

Recorded by / date:

Download this example

Save the text file, or select the example above and copy it into your own document. Replace all placeholders before using it.

Adapt this administrative record to the work. It is not a technical certificate, risk assessment, invoice or authorisation for additional work.

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