Check cover before touching anything
Confirm whether the visit falls under warranty, a service agreement or is chargeable before starting. Working it out from an old order afterwards rarely goes your way.
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Service visit report template
A service visit report records one maintenance or repair visit: what the engineer checked, the readings taken, faults found, work done, parts used and what the customer needs to do next.
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- 6
- Sections
- 27
- Fields
- 11
- Field types
integrioForm
Template
Service visit report
Customer *
Site and area *
Visit type *
Planned maintenanceReactive call-outFollow-up
Cover
Service agreement ▾
Faults found *
YesNo
Photos
＋ Add photo
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What should a service visit report include?
A service visit report should record the customer, site and visit type, the equipment covered with serial numbers, the checks carried out and their results, any readings, faults found and work done, parts used, what is still outstanding with a recommended next action, time on site, and the engineer's and customer's signatures.
Last updated . Facts checked on 30 September 2026 against PUWER 1998, regulation 5 (Maintenance).
Who uses it
Service and maintenance engineers, at the end of each planned maintenance visit or reactive call-out.
When
Before leaving site on every visit, so the customer and the office see the same record of what was done.
In Integrio
Build it once in the Form Builder (Office User), attach it to projects, and your team fills it in on iOS or Android, offline if needed.
Free template · integrio.app/forms/service-visit-report/Service visit report template
A service visit report records one maintenance or repair visit: what the engineer checked, the readings taken, faults found, work done, parts used and what the customer needs to do next.
| Project | Site | Completed by | Date |
The template
What's in the service visit report?
6 sections and 27 fields. Copy them into any format, print this page, or set the form up in Integrio.
1.Visit details
- 1.1Text
CustomerRequired
- 1.2Text
Site and areaRequired
- 1.3Choose one
Visit typeRequired
- Planned maintenance
- Reactive call-out
- Follow-up
- Warranty repair
- Inspection only
- 1.4Text
Ticket or job reference
↳ Shown when Visit type is Reactive call-out, Follow-up or Warranty repair
- 1.5Date
Visit dateRequired
- 1.6Text
EngineerRequired
- 1.7Dropdown
Cover
Check before you start work, not after.
- Service agreement
- Manufacturer warranty
- Installer warranty
- Chargeable
- 1.1
2.Equipment covered
- 2.1Choose any
Systems servicedRequired
- Solar PV
- Battery storage
- EV charging
- Electrical
- BMS and controls
- Fire and security
- IoT and sensors
- Network and Wi-Fi
- Other
- 2.2Notes
Equipment list
Make, model, serial and location for each item, e.g. inverter, battery, charge point. Scan the product QR code where there is one.
- 2.1
3.Checks carried out
Tick every routine check. Anything that fails gets a note.
- 3.1Checklist grid
Routine checks
Check Pass Fail N/A Visual condition and mounting ○ ○ ○ Power and connections ○ ○ ○ Operation tested end to end ○ ○ ○ Firmware and software versions checked ○ ○ ○ Backups and configuration saved ○ ○ ○ Batteries, UPS and backup supplies ○ ○ ○ Cleaning, soiling, filters and ventilation ○ ○ ○ Error and fault logs reviewed ○ ○ ○ Labelling intact ○ ○ ○ - 3.2Notes
Details of failed checks
↳ Shown when any check is Fail
- 3.3Reading
Supply voltage(V)
- 3.4Reading
Equipment room temperature(°C)
- 3.5Notes
Other readings
Any system-specific readings with units, e.g. string voltages, generation to date, charger output.
- 3.1
4.Findings and work done
- 4.1Yes / No
Faults foundRequired
- Yes
- No
- 4.2Notes
Description of faults
↳ Shown when Faults found is Yes
- 4.3Notes
Work carried outRequired
- 4.4Notes
Parts used
Part, quantity and serial of any replacement.
- 4.5Photo
Photos
Before and after for any repair.
- 4.1
5.Outcome
- 5.1Choose one
System status on leavingRequired
- Fully operational
- Operational with limitations
- Not operational
- 5.2Notes
Outstanding work and recommendation
What's needed, parts to order, and whether a return visit is booked.
↳ Shown when System status is not Fully operational
- 5.3Yes / No
Return visit required
- Yes
- No
- 5.4Reading
Time on site(hours)
- 5.1
6.Sign-off
- 6.1Signature
Engineer signatureRequired
- 6.2Text
Customer name
- 6.3Signature
Customer signature
- 6.4Notes
Customer comments
- 6.1
Service visit report from Integrio, free to use and adapt. Run it on phones, offline, with photos and signatures: integrio.app · Free 7-day trial, no credit card required.
From the field
How do you get the most from a service visit report?
Record serials, not just models
"Replaced an inverter" helps nobody next year. The serial of the unit removed and the one fitted is what lets the next engineer trace the history.
Write outstanding work as an action
"Needs looking at" gets forgotten. "Order comms board for charger 4, return within 10 working days" gets booked.
Leave with a signature or a reason
If nobody is available to sign, note who you reported to and when. An unsigned report with no explanation invites a dispute over whether you attended.
Is this service visit report template free?
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Yes. Use the fields on this page as a paper form, in a spreadsheet, or set them up in Integrio, where each report is saved against the customer's installed equipment and builds its service history.
Is a maintenance report the same as a service visit report?
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In practice, yes. Both record one visit: what was checked, found and done. This template covers planned maintenance and reactive call-outs, with the visit type field deciding which follow-up questions appear.
Do we have to keep maintenance records?
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It depends on the equipment and who is responsible for it. Under PUWER 1998, regulation 5, employers must keep work equipment in efficient working order and good repair, and where machinery has a maintenance log, that log must be kept up to date. Your service contract may set further record requirements.
How often should solar PV systems be serviced?
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MCS MIS 3002 gives an advisory maintenance schedule for solar PV: visual checks by the customer, an intermediate maintenance visit, and a full maintenance visit with more involved tests needing specialist equipment. How often depends on system size, the building's use and occupancy, roof access, and what the customer or their insurer requires.
Source: MCS MIS 3002: The Solar PV Installation Standard, issue 6.0
Why get the customer to sign a service report?
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It confirms you attended and what you told them. In England, Wales and Northern Ireland, a business supplying a service has an implied duty to carry it out with reasonable care and skill, and a signed, dated report is part of how you show what was done. This is not legal advice.
How do I use this template in Integrio?
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Build the report in the Integrio Form Builder on the Office User plan (£65 per user per month) and book visits from helpdesk tickets. Engineers fill it in on the mobile app on the Field Service User plan (£15), with the QR scanner to pick the equipment and offline capture where there is no signal.
Go deeper
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