The job sheet template #
It is laid out for electrical work, because that is the trade with the most paperwork hanging off a job. For any other trade, change the certification rows or delete them. Treat it as a starting point and make it match how your jobs actually run.
Click anything in brackets to type over it, then copy, print or download the result. Nothing you type leaves this page.
Job sheet
| Job number | [JOB-0001] |
|---|---|
| Date or dates | [Date] |
| Engineer or engineers | [Name] |
| Customer | [Customer name] |
| Site address | [Address where the work was done] |
| Contact | [Phone number and email address] |
| Their reference | [Order number or reference, if any] |
Work requested
[What the customer asked for, in their words where possible]
Work carried out
[What was done, circuit by circuit or room by room]
Faults or defects found: [none, or describe them]
Further work recommended: [none, or describe it]
Time on site
| Date | Engineer | Arrived | Left | Hours | Travel |
|---|---|---|---|---|---|
Materials used
| Item | Quantity | From stock or bought for this job | Cost |
|---|---|---|---|
Changes agreed on site
| What changed | Price agreed | Customer initials |
|---|---|---|
Certificate and notification
| Certificate issued | [Electrical installation certificate, minor works certificate, condition report, or none] |
|---|---|
| Certificate number | [Number] |
| Notifiable work | [Yes or no] |
| Building control notified | [Through our competent person scheme, through building control, or not needed] |
| Certificate given to customer on | [Date] |
Photos
| Before and after photos taken | [Yes or no] |
|---|---|
| Where they are saved | [Folder or job record] |
Sign-off
I confirm the work described above was carried out on the dates shown.
| Customer signature | Name | Date |
| Engineer signature | Name | Date |
Office use
| Invoice number | [INV-0001] |
|---|---|
| Invoiced on | [Date] |
| Paid on | [Date] |
What a job sheet is for #
Three things, and each one explains a section of the template.
-
The invoice
Time, materials and variations are the invoice, line for line. A sheet that records them on the day is an invoice that can go out the same evening instead of being rebuilt from memory on Friday. The invoice template takes the same fields.
-
The evidence
A description of the work, the dates and the customer’s signature settle most arguments about a bill before they start. Changes agreed on site, with a price and initials, settle most of the rest.
-
The next visit
Faults found, further work recommended and where the photos are saved are what the next engineer needs, whether that is in a month or in five years.
A job sheet is not a certificate #
For electrical work in homes in England, the paperwork that matters legally is set out in Approved Document P, the guidance to Part P of the Building Regulations. A job sheet records that a certificate was issued; it does not replace one.
Electrical installers who are registered competent persons should complete a BS 7671 electrical installation certificate for every job they undertake.
The installer should give that certificate to the person ordering the work. Where a registered competent person self-certifies notifiable work, the installer or their registration body then has 30 days from completion to give the occupier a copy of the Building Regulations compliance certificate and to pass the certificate, or its information, to building control. Work that is not notifiable should still be inspected, tested and certificated in accordance with BS 7671.
How to use it well #
-
Fill it in before leaving site
Times and materials written up at the end of the week are estimates.
-
Get the signature on the day
Asking for it later is a second visit, a phone call or, more often, nothing.
-
Price every change before you do it
A variation with no price agreed is the one most likely to be disputed.
-
Hand it to the office the same day
A photo of the sheet sent from the van is enough. A sheet in the footwell is not.
What the office does with it by hand #
In most firms the same job sheet gets typed out three times: into the invoice, into the certificate software, and into the diary for the follow-up. Every one of those copies is rule-based work: the same fields, moved to a different place, in the same order every time. The engineer’s description of a fault is the only part that needs a trained eye.
The task sorter separates the jobs like that from the ones that need a person, and engineer diaries and scheduling covers the other end of the same job: getting the right person to it in the first place.