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Job Notes Template (3 Lines + Photo Checklist)

Job notes3 linesPhoto checklist

A short note template that techs can finish in under a minute. Three lines plus a fixed photo list so every job leaves a usable record and callbacks drop.

For teams where job notes are missing or too long and nobody reads them.

Next: Roll it out for 2 weeks; then take the FSM quick check if you want software to require notes before closeout.

Copy/paste template

Job Notes Template (3 Lines + Photo Checklist)

  • - Line 1: What was the issue? (customer said / what we found)
  • - Line 2: What did we do? (parts + main steps—enough for the next tech or warranty)
  • - Line 3: What's next? (follow-up, filter change in 6 months, warranty, or "none")
  • - Photos: before (overall + issue), during (key step), after (finished)

How to customize

Replace placeholders:

  • [Name] → Customer or tech name
  • [time] → Arrival time (e.g., "2:00 PM" or "in 30 minutes")
  • [link] → Job link or tracking URL

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)

How to use it

  1. Keep notes to 3 lines maximum so techs don't skip them or write essays nobody reads.
  2. Take photos before, during, and after so you have proof and the next visit has context.
  3. Store notes and photos with the job record (not in a separate folder) so disputes and callbacks have one place to look.
  4. If a tech closes without notes, the job is not done—one exception and the habit breaks.

Common tweaks

  • Add a customer approval line when the job is big or scope changed (e.g. "Customer OK'd extra work").
  • Add a parts list when materials are complex or warranty needs proof of what was installed.
  • Add a warranty note for larger jobs (what's covered, for how long).
  • Add "Access notes" if the next tech needs a gate code, dog, or parking tip.
  • For multi-day jobs: add "Day 1 / Day 2" so the story is clear.
Back to Callbacks hub

Related guides

Guides that help with this pain:

Callbacks: How to Cut Rework with Better Job NotesJob Attachments: Keep Documents and Photos Findable Per Job

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