One visit. Two rooftop units. A report the customer can read.
This example matches the sample in BoltWright’s free report builder. It shows what was completed, how the units were left, and who handles the remaining repair.
The people, companies, equipment details, work and readings are fictional. The PDF’s rooftop photograph demonstrates the photo feature; it is not evidence of this visit.
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 operating at departure, but RTU-2 still needs a belt. Its entry separates the filters replaced today from the repair awaiting approval. The follow-up names the office as the next owner and makes scheduling conditional on approval and parts availability.
The example photograph is by P199 and is public domain. Its caption identifies it as an example equipment image. View the original photograph and source details.
For your own service visit
- Use the actual equipment identity, technician, visit date, work and measurements.
- Add photos of that visit with captions explaining the unit and condition shown.
- Review the customer copy and assign any follow-up before sending it.
Try the same structure in the free service-report builder. It keeps notes and photos in the browser and organizes what you enter. For the operational workflow behind the document, read how commercial service reports close out work.
Continue RTU-2’s belt recommendation through the finding, accepted quote and repair visit. The worked follow-up includes an editable repair register.
Try it on a service call.
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