Template

Job Closeout Checklist (Prevent Callbacks)

CloseoutQualityRepeat work

A short closeout list so every job leaves with proof and a clear handoff. Callbacks drop when techs do the same steps every time.

For teams with frequent callbacks or "I didn't agree to that" disputes who want a repeatable routine.

Next: Run it on 10 jobs, then track callback rate for 2 weeks; take the FSM quick check if you want software to enforce it.

Copy/paste template

Job Closeout Checklist (Prevent Callbacks)

- Photos captured (before and after; key parts or serial if relevant)
- Work summary written (3 bullets: what was done, what was found, what the customer should do next)
- Customer approval or signature captured (verbal OK is fine for small jobs; written or photo for bigger scope)
- Invoice sent or payment collected (or clear "bill later" note)
- Next recommended step noted (e.g. filter change in 6 months, or "no follow-up needed")

Replace placeholders:

Avoid these mistakes:

Don't use overly aggressive language (e.g., "URGENT: Payment due now!")
Don't use confusing abbreviations or jargon
Don't make promises you can't keep (e.g., "We'll be there in 10 minutes" if it's not realistic)

Keep the checklist short enough that techs actually use it on every job—5–7 items max.
Require closeout before the tech starts the next job (or before they go home). No closeout, no next job.
Review the checklist weekly: if callbacks are still high, the missing piece is usually photos or customer approval.
Put the checklist where the tech sees it (printed in the truck, or as the last screen in your app) so it becomes habit.

Add a safety check step if your trade requires it (e.g. gas off, panel closed).
Add a reminder to schedule the next visit when you do recurring work (maintenance, filters).
Add a warranty note for larger repairs (what's covered, for how long, and what voids it).
Add "Parts left on-site" or "Parts ordered" so the office knows what to follow up on.
For dispute-prone jobs: add "Customer confirmed scope in writing" or a photo of the signed line.

Guides that help with this pain:

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