Free Job Card Template
One A4 page, ready for your company name and logo. Print it for crews on paper, or use the fillable version on a phone, tablet or computer.
What a Job Card Is For
A job card does three jobs at once. It tells the office what to invoice. It proves to the client that the work was done, when and by whom. And it records the hours and materials that tell you what the job actually cost.
If a job card is missing a field, one of those three jobs fails. No materials listed means parts you never bill. No signature means a visit the client can dispute. No times means you cannot cost the job.
What to Include, Section by Section
Keep it to one page. Everything here earns its place, and anything more tends to be left blank.
- Job number and date: so every card links to one job in your system, and nothing is invoiced twice.
- Client and site: client name, contact on site, phone, full site address and unit, plus the AMC or contract reference and the client's PO number if they use one.
- Job type and priority: reactive, PPM, installation or variation. This decides how the job is charged.
- Asset and location: the equipment worked on (tag, make, model) and where it is on site, so the next visit starts with history.
- Problem reported: what the client said was wrong, in their words.
- Attendance: who attended, arrival and departure times, and total hours.
- Work carried out: what was done and what was found, in plain language.
- Materials used: item, quantity, unit and whether it is chargeable.
- Outcome: complete, follow-up needed or quote needed, and whether before and after photos were taken.
- Sign-off: technician name and signature, client name and signature, and any client comments.
The Mistakes That Cost Money
Most problems with job cards are not about the format. They are about how the card is filled in and how fast it gets back to the office.
- Cards filled in at the end of the week from memory, so hours and materials are guesses.
- Materials left off because they came from van stock rather than a purchase.
- No client signature, or a signature with no printed name.
- Variations done on the same visit but written up as part of the original job.
- Cards sitting in the van for days before anyone can invoice them.
How to Use the Template
The template comes in two versions. The printable one is for crews who work on paper today. The fillable one can be completed on a phone, tablet or computer and saved or sent as a PDF.
Add your company name and logo at the top, number your job cards in sequence, and make one rule: no job card back at the office, no invoice. Check returned cards weekly for missing fields and fix the habit, not just the card.
When to Move Beyond Paper
A paper or PDF job card is a big step up from nothing. But once you run several crews, collecting and typing up cards becomes a job in itself. At that point, digital job cards that feed straight into invoicing and job costing save real time. Our guide on moving from paper job cards to digital covers how to make that switch without losing your crews along the way.