FREE HVAC WORK ORDER TEMPLATE
Log the unit, model, and serial the tech needs on site, add the parts, and print it before the truck rolls.
Business name
Add a task or part to see it here.
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What goes on an HVAC work order
Most work order templates give you a customer name and a big empty box. For HVAC that falls apart fast. The next tech needs to know what unit they're walking up to — the make, model, and serial, and whether it's still under warranty. Get that down once and nobody's stuck in the driveway reading a data plate to figure out what they're working on.
So the equipment fields sit right at the top here: type, make/model/serial, warranty. Start typing a task or a part and it suggests the usual HVAC ones, and the order builds itself in the preview beside you. Save it as a PDF or print it. It all runs in your browser — nothing's uploaded, and there's no account.
What to put on an HVAC work order
A work order that still makes sense a month later covers a few things:
- The equipment. Type, make, model, serial. This is what links the job to the unit and its history.
- Warranty status, so nobody quotes a paid repair on a part that's still covered.
- Why you're there. A no-heat call, a seasonal tune-up, a fault you're chasing down.
- Tasks and parts, one line each. Diagnostic, coil cleaning, a capacitor, refrigerant by the pound.
- The readings, in the notes. Superheat and subcooling, static pressure, anything added or recovered for your 608 records.
- Who did the work, and the customer's signature.
How to create an HVAC work order
Fill in the form and the preview builds beside you. For a service or install call:
- Start with the equipment — type, make/model/serial, and warranty status — so the tech knows the unit before the truck rolls.
- Add the customer and service address, plus the work order number, date, and priority.
- Drop in the tasks and parts — a diagnostic, a coil clean, a capacitor, refrigerant by the pound — picking from the HVAC suggestions as you type.
- Put the readings in the notes — superheat and subcooling, static pressure, and anything added or recovered for your 608 records.
- Download the PDF or print it for the tech, or carry the line items into your invoicing tool once the job is closed.
Refrigerant and EPA Section 608
If the job touches regulated refrigerant, Section 608 expects the tech to be certified and the amount recovered or added to be logged. Jot those numbers in the notes and every order carries its own record — handy at compliance time and for whoever services the unit next. This is recordkeeping help, not legal advice.
Work order generator FAQ
What should an HVAC work order include?
The equipment it's for — type, make, model, serial — plus warranty status, then the tasks and parts. This template puts the equipment fields up top. Readings and refrigerant amounts are better off in the notes, where you write them in as you work.
Why record refrigerant type and amount on the work order?
Section 608 expects you to handle and recover regulated refrigerant properly. Jotting the type and the amount you added or recovered in the notes keeps that record tied to the unit — handy at compliance time, and for whoever services it next.
Does the technician need an EPA 608 certification?
If they're servicing equipment that can release regulated refrigerant, yes. That's not legal advice, though — confirm what your work needs with the EPA.
Can I add prices for parts and labor?
Yes. Turn on Add pricing and every task and part gets a quantity and a unit price, with the subtotal, tax, and total worked out for you. Leave it off and you've got a clean job sheet with no dollar figures.
Can I use this for a maintenance agreement or recurring PM visit?
Sure. Pick the preventive maintenance tune-up task, log the equipment it covers, and note the visit in the schedule field — each PM visit gets its own work order tied to the same unit. Over a season that's a run of dated records for the equipment, handy for the customer's agreement and for whoever services it next.
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