Example service report: one visit, two rooftop units
This is the same sample as in BoltWright’s free report builder: what was done, how each unit was left, and who handles the repair that’s still open.
Published · Updated
The companies, people, units and readings are invented. The rooftop photo in the PDF is a stock image, there to show how photos appear.
The visit at a glance
- Contractor
- Fieldstone Mechanical · Fictional example
- Customer
- Willow Court Properties
- Site
- Willow Court, 240 Example Avenue
- Technician
- Alex Morgan
- Reference
- EXAMPLE-1042
- Visit summary
- Both rooftop units were operating at departure. RTU-1 received new filters and a blower belt. RTU-2 received new filters; its worn belt still needs replacement. The office will send a repair quote and arrange a return visit after approval.
RTU-1
- Location
- North roof, west end · Serves west offices
- Model
- FM-RG090-A3
- Serial
- FM-19-004281
- Status
- Operating at departure
- Findings
- Filters were loaded with dust and the blower belt was frayed along one edge. Supply fan and cooling responded to the thermostat call.
- Completed work
- Replaced four 20 × 20 × 2 in. filters and the blower belt. Checked belt alignment and tension, then confirmed fan and cooling operation.
- Readings
- Return air 24 °C · Supply air 13 °C · Temperature difference 11 °C
RTU-2
- Location
- North roof, east end · Serves east offices
- Model
- FM-RG120-A3
- Serial
- FM-19-004282
- Status
- Follow-up required
- Findings
- Filters were loaded with dust. Blower belt had visible cracking but remained intact. The correct replacement belt was not available during this visit.
- Completed work
- Replaced four 20 × 25 × 2 in. filters and recorded the belt size for ordering. Confirmed fan and cooling operation; the existing belt remains installed.
- Readings
- Return air 25 °C · Supply air 14 °C · Temperature difference 11 °C
- Follow-up
- Office to send a quote for belt replacement. Customer approval is pending; schedule the return visit once approved and the belt is available.
Why the wording matters
Both units were running when the tech left, but RTU-2 still needs a belt. Its entry keeps the filters changed today apart from the repair waiting on approval. The follow-up says the office sends the quote next, and that the return visit waits for the customer’s approval and the belt.
The rooftop photo is by P199 and is in the public domain. See the original photo and source.
For your own service visit
- Use the real unit details, tech, visit date, work and readings.
- Add photos from the visit, each captioned with the unit and what it shows.
- Read the customer copy and decide who handles any follow-up before you send it.
You can build one like it in the free service-report builder, which keeps your notes and photos in your browser. For the workflow behind the report, read how commercial service reports close out work.
To see what happens to RTU-2’s belt next, follow it through the finding, accepted quote and repair visit. That guide includes a repair register you can edit.
Try it on a service call.
Bring a work order to a walkthrough and we’ll run it through BoltWright with you, or build a report from your own notes now.
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