An HVAC service report should record the asset, the reported symptoms, the scope the customer authorised, what the technician observed and did, measurements with units, materials used, unresolved issues, recommendations and completion details with photos. It is a job record, not a compliance certificate, and it does not replace licence, manufacturer or site requirements. Keep it with the job so you can find it later.[1]
What the report is and is not
Use the report as a plain record of the visit. It does not say how often a system should be serviced, which tests apply or whether a system complies with any standard. Those come from your licence, the manufacturer and the site, and the technician follows them.
Business.gov.au says businesses must keep records of transactions relating to tax, super and registrations. A report that matches the invoice supports your income and sales records. That link is our recommendation.
Sources[1]
Sections to record
This layout is our recommendation, not a mandated form.
| Section | Record |
|---|---|
| Asset | Asset ID, location, make, model, serial number if visible |
| Request | Reported symptoms, who reported them, date |
| Scope | Work the customer authorised and who authorised it |
| Observations | What was found on arrival |
| Work done | Steps completed, parts replaced, settings changed |
| Measurements | Reading, unit, instrument and where taken |
| Materials | Part and quantity |
| Open items and recommendations | Unresolved issues, suggested work, customer decision |
| Completion | Status, photos, customer acknowledgement of receipt |
Sources[1]
Service report you can copy
Add any licence, refrigerant or regulated-substance records your licence or site requires, kept in the way those requirements specify. See the refrigerant licence guide for that area.
HVAC SERVICE REPORT Job reference: [job no.] Date: [DD/MM/YYYY] Arrived: [hh:mm] Left: [hh:mm] Site and contact: [address, name, phone] Technician: [name] Licence or registration number, if your work requires it: [number] Asset ID and location: [ID, room or area] Make, model, serial: [details] Reported symptoms: [customer's words] Authorised scope: [what was approved] by [name] on [DD/MM/YYYY] Observations on arrival: [notes] Work done: [notes] Measurements: [reading] [unit] | [instrument] | [location] | [before or after] Materials used: [part] x [qty] Unresolved issues: [none or details] Recommendations: [action, urgency as assessed by the technician, customer decision] Photos attached: [number and what they show] Status: [complete / return visit needed] Customer acknowledgement of receipt of this report: [name, date]
Sources[1]
Keeping the record
Business.gov.au says most business records are kept for 5 years from the later of getting the record or completing the transaction, and some for longer. Digital records are fine, and the ATO accepts images of paper records that are a true and clear reproduction. Store records so they cannot be changed or damaged. If a report needs fixing, add a dated note rather than overwriting the original entry.
Sources[1]
Common questions
- How to make maintenance service report format?
- Use fixed sections that run in the order the visit happened: asset, request, authorised scope, observations, work done, measurements, materials, open items and completion. Keep the copy with the job and the invoice. The template above is a starting point, not a mandated format.[1]
- What should I include on my HVAC service checklist?
- Add checklist lines only from the manufacturer's instructions, your licence conditions and the site requirements, because this guide sets no universal service or test schedule. Record the result, reading and unit for each line against the asset ID.[1]
Official sources
Checked 16 October 2026. Rules can change; use these sources to check the requirements for your job.
Related guides
- What should an HVAC maintenance agreement include?
- Does an HVAC business need an ARC handling licence, trading authorisation, or both?
- What should a trade job sheet include?
Job workflows for HVAC businesses.
Put it to work on the next job
Leadhand's field app puts photos straight onto the job and lets crews fill in site checklists, so the photos behind your service report stay with the job record.
See the Leadhand field app