What is a service report?

A service report is the record an engineer or technician fills in after a service visit. It says which machine was serviced, what the complaint was, what was done, which parts were used and whether the customer accepted the work. The customer signs it, and both sides keep a copy.

What should a service report include?

At minimum: report number and date, customer name and site address, equipment make, model and serial number, the complaint or visit type, observations, work done, parts replaced, the engineer's name, the customer's remarks and the customer's signature. For AMC visits, add the contract number and which visit it is.

Who signs the service report?

The person at the customer's site who saw the work done, usually the site in-charge, the store manager or, in hospitals, the biomedical engineer. Write their name and phone number next to the signature so you can reach them if there is a dispute later.

Should I use a paper or a digital service report?

Paper works for a few visits a week. Past that, the problems are that reports reach the office days late, handwriting is hard to read and nobody can search them when a customer says the machine was never serviced. A phone-based report gives you the signed PDF the moment the engineer submits it.

How do I write the work done section?

Write what was done, in order, with readings where you have them. "Cleaned filters and coils, checked gas pressure 65 psi, replaced capacitor 35 µF" is useful a year later. "General servicing done" is not.

Service report format: a free template your engineers can fill in on site

A service report records one service visit: the customer, the machine, the complaint, the work done, the parts used and the customer's signature. Below is a one-page format, a filled-in AC service example, and the mistakes that make a report useless when a customer disputes a visit.

Resonics Technologies · Updated 25 September 2026

The service report format

Copy these fields into Word or Excel, or print them on your letterhead. Keep it to one page so the engineer fills in every field instead of skipping half.

Section	Fields
Header	Your company name and logo, report number (e.g. SR-1042), visit date, time in and time out
Customer	Customer name, site address, contact person, phone number
Equipment	Equipment type, make, model, serial number, installation date, warranty / AMC / chargeable
Visit	Visit type (installation, preventive maintenance, breakdown), complaint as reported by the customer, AMC contract number and visit number if it applies
Observations	What the engineer found, with readings (voltage, pressure, temperature, error codes)
Work done	Each action taken, in order
Parts	Part name, part number, quantity, new or replaced under warranty
Status	Work completed: yes / no. If no, what is pending and the next visit date
Customer feedback	Satisfied: yes / no, customer remarks
Sign-off	Engineer name and signature, customer name, phone and signature

Example: an AC service report, filled in

This is what a preventive maintenance visit on a split AC under an annual maintenance contract looks like with every field filled in.

Report no. SR-1042 · Date 14 August 2026 · Time 11:10 AM to 12:25 PM

Customer Sai Diagnostics, 2nd floor, Shivaji Nagar, Pune · Contact: Mr. Kulkarni, 98xxxxxx21

Equipment 1.5 ton split AC, Daikin FTKF50, serial no. 4K2xxxx819, installed March 2024 · Under AMC

Visit Preventive maintenance, visit 2 of 4 under contract AMC-0042. No complaint reported.

Observations Indoor filter heavily clogged. Outdoor coil dusty. Gas pressure 62 psi. Cooling at grille 14°C.

Work done Cleaned indoor filters and coil with jet pump. Washed outdoor coil. Checked drain line, cleared. Checked electrical connections, tightened loose terminal on outdoor unit.

Parts None.

Status Work completed. Next PM visit due November 2026.

Customer feedback Satisfied. "Cooling better than last week."

Sign-off Engineer: Rahul K. · Customer: R. Kulkarni, signed

What to add for your type of equipment

Air conditioners and HVAC: gas pressure, cooling at the grille, amp draw on the compressor, whether gas was topped up and by how much.
Medical and lab equipment: the safety and calibration checks done, software version, and a line for the biomedical engineer's acceptance.
Water purifiers and RO plants: TDS before and after, filters and membrane changed.
UPS, inverters and batteries: battery voltage under load, backup time tested.
CCTV and fire safety: number of cameras or detectors checked, which ones failed.

Five mistakes that make a service report useless later

"General servicing done" as the work done. A year later nobody knows what was checked. Write each action.
No serial number. A customer with six ACs can say the one that failed was never serviced, and you can't prove otherwise.
A signature with no name. Write the name and phone number of the person who signed.
The report reaches the office a week later. By then a "not satisfied" remark has turned into an angry call to the owner.
No link to the contract. On an AMC, you need to show that visit 2 of 4 happened, not just that someone came.