HVAC Work Order Template
Use a free hvac work order template (PDF, Word, Excel) to document scope, safety checks, materials used, completion notes, and customer sign-off.
Template preview
This preview shows the structure and recommended sections. Your download files contain the same layout in Word/Excel/PDF format.
CoolBreeze HVAC
WORK ORDER
| Done | Checklist item | Notes |
|---|---|---|
| ☐ | Power off + lockout/tagout (when needed) | |
| ☐ | Airflow + temperature split measured | |
| ☐ | Filter checked/replaced | |
| ☐ | Thermostat tested and configured |
Checklist items that reduce callbacks
These are common line items/checks used by many hvac businesses. Edit, remove, or add items to match your service packages and local requirements.
- Power off + lockout/tagout (when needed)
- Airflow + temperature split measured
- Filter checked/replaced
- Thermostat tested and configured
How to use this hvac workorder template
- Assign the job to a technician/crew and record the arrival window.
- Confirm access details, on-site contact, and any special instructions.
- Use a checklist to document each step so nothing is missed.
- Record materials used and any approvals for changes to scope.
- Capture completion notes and customer sign-off (signature or written confirmation).
Tip: If you want a faster workflow, use our workorder generator to preview totals and print to PDF in your browser.
Field-by-field guidance
Use this table to fill the template correctly and reduce back-and-forth with customers. The goal is clarity: what was done, where it was done, and what the customer is paying for.
| Field | What to include |
|---|---|
| Work order # | Unique job identifier used for dispatch, time tracking, and documentation. |
| Customer + job address | Include access instructions, contact person on-site, and preferred contact method. |
| Technician/crew | Assigned technician(s) and arrival window. |
| Task checklist | Break the job into steps so nothing is missed. |
| Materials used | Record materials used and quantities for inventory and invoicing accuracy. |
| Photos/notes | Document pre-existing damage, site conditions, and progress notes (if agreed). |
| Safety checks | Safety steps relevant to the trade and the job site. |
| Test results | Record readings or checks performed (e.g., leak test, temp split, voltage). |
| Customer approval | Signature or written approval for scope changes and completion. |
| Completion summary | What was done, what remains, and recommended next steps. |
| Warranty / follow-up | If a follow-up is required, schedule and document it here. |
Filled example (work order)
Example only — customize the checklist to your standard operating procedure.
42 Meridian St, Springfield, USA
Work Order #: WO-2026-001
Scheduled: January 24, 2026
Customer: Jordan Lee
Job Address: 455 Maple St, Springfield, USA
| Done | Checklist item | Notes |
|---|---|---|
| ☐ | Power off + lockout/tagout (when needed) | |
| ☐ | Airflow + temperature split measured | |
| ☐ | Filter checked/replaced | |
| ☐ | Thermostat tested and configured |
Completion notes: ___________________________________________
Customer sign-off: _____________________
Common mistakes (and how to avoid them)
- Not documenting model/serial numbers on install invoices.
- Leaving out refrigerant type/quantity when billed.
- Not specifying warranty registration responsibility.
- Missing the maintenance checklist for tune-ups.
If you need to change the scope mid-job, document it in writing and update the estimate/work order before the work continues.
FAQ
Should I add model/serial numbers on invoices?
Yes, especially for installs and major parts. It helps with warranty claims and customer records.
Can I include a maintenance checklist on the invoice?
Yes. Adding a short checklist improves trust and reduces callbacks.
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