HVAC Service Report
A clear record of each service call: the equipment, what the customer reported, what was checked with the readings taken, what was repaired or replaced, refrigerant handled, safety problems found, and what still needs doing.
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Sample notes, 94 words
Customer: Linda Okafor 412 Birchwood Dr Date: 10/06/2026, in 1:15pm out 2:40pm Tech: Marco Diaz Cert: EPA 608 universal ...
We sorted 14 items into 7 sections and flagged 1 to fix soon.
- Fix soonHeating
Furnace flue joint at the draft hood loose, re-secured
- Worth watchingAirflow, controls and electrical
Filter very dirty
3 Ontario rules on your checklist, including a certified technician with access to recovery equipment.
Still to add
- RecommendedNotes for parts
- RecommendedNotes for refrigerant record
Filled in for you
14 days free, nothing to pay today. After your first report, your name, licence and company details fill in by themselves. Or preview your own notes first, no sign-up.
What goes in it
Every HVAC service report from ReportDraft follows the same professional structure, so clients and reviewers find things where they expect them.
- Equipment servicedUnit and location, Make and model, Serial number, Age or year, Refrigerant
- Reason for the callWhat the customer reported, or why the visit was booked, in one or two sentences.
- HeatingBurners, ignition and flame sensor, Heat exchanger (visual), Flue, venting, draft and inducer, Gas pressure, valve and connections, Limit, rollout and pressure switches, Heat strips or auxiliary heat
- Cooling and heat pumpRefrigerant charge (pressures, superheat or subcooling), Compressor, Outdoor coil and fan motor, Indoor coil, Condensate drain, trap, pump and float switch, Capacitors and contactor, Reversing valve and defrost
- Airflow, controls and electricalAir filter, Blower motor and wheel, Airflow, static pressure and temperature split, Ducts, registers and returns, Thermostat and controls, Wiring, disconnect, breakers and amp draw
- Safety checksCarbon monoxide (flue or combustion test, and ambient), Gas leak check, Carbon monoxide alarm present
- Work performedWhat was done on this visit, in order: repairs, parts replaced, cleaning and adjustments, refrigerant work, and the readings taken before and after.
- PartsPart, Quantity, Installed, ordered or recommended
- Refrigerant recordRefrigerant, Added, Recovered, Leak found or repaired
- Follow-upReturn visits, parts on order, quotes to send, and anything the customer agreed to or declined.
How it works
1. Add your notes. Type or paste what you saw. Rate items with one tap if you like.
2. Get a draft. Findings, recommendations and a summary are written for you, in your report's structure.
3. Check, sign, send. A completeness list shows anything missing. Sign to lock the PDF and download Word too.
Why it pays for itself
HVAC service report rules by province
The key rule in each province or territory, linked to the official text. Each guide lists every rule with its sources, and each template is set up for that province or territory. Last reviewed October 13, 2026.
| Province or territory | Key rule | Official source |
|---|---|---|
| British ColumbiaTemplate | An approved person, with a registration number, doing the work | B.C. Reg. 387/99, ss. 1 (approved person), 7, 8 |
| ManitobaTemplate | A certified trained service technician, with certification number | M.R. 103/94, ss. 4 (2), 6, 20 (1), (3), (4), Schedule (Class 3) |
| New BrunswickTemplate | A yearly leak test on 3 hp or larger or non-unitary systems | N.B. Reg. 97-132, s. 15 (2), (4) to (6) |
| Newfoundland and LabradorTemplate | An approved person, with registration number, doing the work | NLR 41/05, ss. 2, 9, 14 (1), (6), (7), Schedule C |
| OntarioTemplate | A service record of refrigerant used, recovered and discharged, kept two years | O. Reg. 463/10, s. 23 (1), (2), (7) |
Template preview
Questions
What goes in an HVAC service report?
A clear record of each service call: the equipment, what the customer reported, what was checked with the readings taken, what was repaired or replaced, refrigerant handled, safety problems found, and what still needs doing. ReportDraft lays it out in 10 sections: equipment serviced, reason for the call, heating, cooling and heat pump, airflow, controls and electrical, safety checks, work performed, parts, refrigerant record, follow-up.
Do my province or territory's rules change the report?
Pick your province or territory when you start. Where we have checked a local requirement against official sources, it is added to your completeness list with a link to the source.
Can I edit the draft?
Yes. Every finding, rating and sentence is editable before you sign. Your own entries always win over anything drafted from your notes.
What do I get at the end?
A signed, locked PDF for your client and an editable Word file, both with your company details. Signed reports keep a fingerprint so later changes are visible.
Part of Field service trades
Field service trades: every report and plan