Free job sheet and job card template

By Software for Tradespeople Editorial Team · Updated 12 October 2026 · Facts checked 12 Oct 2026 · 5 min read

Quick answer

Our free job sheet template is a Word document for UK trades. It records the customer and site, the work requested and completed, materials used, hours on site, a photo checklist and the customer's sign-off. A signed job sheet is your proof of what was done, and it feeds straight into an accurate invoice.

On this page

What does the job sheet template include?
Download the template
How do you fill in a job sheet?
What UK rules does a job sheet need to meet?
What are the most common job sheet mistakes?
When should you switch from a template to software?
FAQs

A good job sheet means fewer "you never said that" disputes and invoices that match what was done. This free Word template fits on one page and covers everything from arrival to sign-off.

What does the job sheet template include?

Sections of the job sheet template
Section	What you record
Job details	Job number, date, engineer or operative, vehicle
Customer and site	Customer name, phone, billing address, site address, access notes (key safe, parking, pets)
Work requested	What the customer asked for, in their words
Work completed	What you actually did, any faults found, any further work recommended
Materials used	Item, quantity, from van stock or bought for the job
Time	Arrival, departure, breaks and total hours on site
Photo checklist	Before, during (hidden work), after, any existing damage, serial numbers
Sign-off	Customer name, signature, date, and a "customer not present" tick box

Job sheet, job card or service report?

Common names for job records in UK trades
Name	Usually means	Common in
Job sheet	A record of one visit, signed by the customer	Plumbing, electrical, building, maintenance
Job card	The same form, often issued blank before the job	Garages, workshops, engineering
Service report	A job sheet for a planned service, with checks and readings	Heating, air conditioning, fire safety
Works order	An instruction from a client or agent to do a job	Letting agents, facilities management

Download the template

Download the Word template (.docx)

Job sheets are filled in on site, so we offer a print-ready Word version. Print a pad of them for the van, or fill the Word file in on a tablet. For hours across a full week, use our free weekly timesheet template alongside it.

How do you fill in a job sheet?

Before you leave: fill in the job number, customer, site address and work requested from the booking.
On arrival: write the arrival time and take "before" photos, including any existing damage.
During the job: photograph anything that will be hidden, such as pipework under floors or cable routes before plastering.
Record materials as you use them. Note whether they came from van stock or were bought for this job, so you can recharge and restock.
Describe the work completed. Be specific: "Replaced leaking compression fitting under kitchen sink, tested, no leaks" rather than "fixed leak".
Note any recommendations. For example, "Stopcock seized, recommend replacement." This protects you and often leads to the next job.
Take "after" photos and record the departure time.
Get the customer to sign. If they are not in, tick "customer not present" and send the photos the same day.

Worked example: turning a job sheet into an invoice

A plumber's job sheet shows 2.5 hours on site, a replacement mixer tap bought for the job at £64 and a fitting from van stock at £6. With a labour rate of £55 an hour and a 20% markup on materials (example figures), the invoice becomes:

Labour: 2.5 hours at £55 = £137.50
Materials: (£64 + £6) plus 20% = £84.00
Total: £221.50 (plus VAT if registered)

Without the job sheet, the £6 fitting and the extra half hour are the first things to be forgotten. Across a year of small jobs, that adds up.

What to add for your trade

Electricians: the circuits worked on and the certificate reference, so the job sheet and certificate can be matched later.
Heating engineers: appliance make, model and serial number, and the readings you took.
Builders and roofers: weather delays, and any work found that was not in the quote (a likely variation).
Letting agent and landlord work: the works order number, because the agent will not pay without it.

What UK rules does a job sheet need to meet?

No law sets out a job sheet format, but three sets of rules make one worth keeping. We checked them on 12 October 2026.

Consumer Rights Act 2015: services to consumers must be performed with reasonable care and skill. A signed job sheet with photos is your evidence if a customer later says otherwise.
Tax records: GOV.UK says you must keep records of all sales and income. Sole traders must keep them for at least 5 years after the 31 January filing deadline. Job sheets back up your invoices.
Data protection: job sheets hold names, addresses and phone numbers, which is personal data under UK GDPR. Store them securely and do not keep them longer than you need. The ICO's advice for small organisations is a good starting point.

CIS subcontractors: note materials you paid for on the job sheet and keep the receipts. GOV.UK says the contractor may ask for evidence of materials costs and will estimate them if you have none.

How long to keep job sheets

Treat job sheets like your other business records. Sole traders must keep records for at least 5 years after the 31 January filing deadline. In practice, many trades keep job sheets longer for warranty work, as long as they have a good reason to hold the customer's details under data protection rules.

What are the most common job sheet mistakes?

Filling it in back at the yard. Details get lost. Complete it before you leave site.
No photos of hidden work. Once the floor is down, you cannot prove what is under it.
Forgetting van stock. Small parts are real costs.
No customer signature. It is much harder to argue later.
Sheets left in the van for weeks. That delays invoicing and cash flow.

If you employ staff, show them a good completed job sheet as an example on their first day. Most poor job sheets come from people who were never shown what "good" looks like, not from people who do not care.

When should you switch from a template to software?

Switch when paper sheets slow your invoicing, get lost, or when you need photos attached to every job. A job sheet app lets the team fill in the form on their phone, capture the signature on screen and send the invoice before they leave the drive. See our comparison of the best job sheet apps for UK trades.

Our verdict

ServiceM8 is the best low-cost way to go digital. Its free plan covers 30 jobs a month for one user, and paid plans run from £25 to £269 a month by job count with unlimited users (VAT treatment not stated on the pricing page; checked 12 Oct 2026). It handles photos, forms, quotes and invoices on site. The catch: its certificates are generic PDF forms, so electricians and gas engineers needing named UK certificates should look elsewhere. Capterra UK rates it 4.5 from 311 reviews (checked 12 Oct 2026). Read our ServiceM8 review for the full picture.

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Frequently asked questions

What is a job sheet?

A job sheet (also called a job card or works sheet) is a one-page record of a single visit: who the customer is, what they asked for, what you did, what materials you used, how long it took and their signature to confirm the work was done. It is the bridge between the booking and the invoice.

What is the difference between a job sheet and a job card?

In UK trades they mean the same thing. Some firms call the blank form a job card and the completed record a job sheet, but our template works for both. Garages and workshops tend to say job card; plumbers, electricians and builders more often say job sheet.

Is a job sheet a legal requirement?

Not in itself. But you must keep records of your sales and income, and the Consumer Rights Act 2015 says services must be carried out with reasonable care and skill. A signed job sheet with photos is the easiest way to show what was agreed and done if a customer complains.

Should the customer sign the job sheet?

Yes, wherever possible. A signature, printed name and date confirm the work was completed and the customer was happy at the time. If nobody is home, note that on the sheet and send photos the same day instead.

Are digital job sheets better than paper?

For most teams, yes. Digital job sheets cannot get lost in the van, they add time-stamped photos, they capture signatures on a phone and they turn into an invoice without retyping. Paper still works for a sole trader doing a few jobs a day.

Sources and checks

Prices, features and ratings were checked on 12 October 2026 against these sources. Software prices change often, so confirm on the vendor's site before you buy.