Template

Service Agreement Notes Template (Simple)

Simple notesScope clarityCustomer trust

A short, repeatable notes template so what's included and excluded is in writing before you start.

For teams that document agreements on-site and want to cut "I thought that was included" disputes.

Next: Use it on the next 5 jobs; then visit the FSM category if you want software to store and reuse it.

Copy/paste template

Service Agreement Notes Template (Simple)

- Included: [list 3–5 items—e.g. repair of X, parts listed below, 90-day labor warranty]
- Not included: [list exclusions—e.g. future failures from other causes, cosmetic work]
- Access requirements: [keys, gate code, pets, parking, who will be on-site]
- Warranty terms: [e.g. parts 1 year, labor 90 days; exclusions]

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)

Use the same format every time so techs and customers know what to expect.
Fill it out with the customer present and read back the "included" and "not included" lines so they can correct you before work starts.
Store the notes with the job record (paper clip, photo, or in your FSM) so you have proof if a dispute comes up later.
If the scope changes mid-job, add a line or a new note and get a quick verbal or written OK before continuing.

Add a line for materials provided by the customer (so you're not liable for their parts).
Add a photo requirement (e.g. "Photo of serial number / model before and after") for warranty or proof.
Add a follow-up schedule (e.g. "Next maintenance in 6 months") when it's a recurring relationship.
Shorten "warranty terms" to one line if you use the same warranty on every job.
Add "Payment due: [when]" if you collect on completion so the expectation is clear.

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