Boiler service work order template
Boiler service work order template: annual service, flue gas analysis, condensate trap and system pressure, with readings and approval for repairs found.
Templates by industry
- Annual service, gas combi boiler
- Flue gas analysis with printed readings
- Clean the condensate trap and siphon
- Top up and check system pressure
Preparation guide
Example workflow
Plan the job
Example: start with "Annual service, gas combi boiler", set the scheduled date, assign the technician and note how to access the site.
Do the work
Record the time and materials actually used, including "Top up and check system pressure", and anything found that needs a separate quote.
Sign off and bill
Have the technician and the customer sign the completion lines, then make the invoice from the work order so the lines carry over.
A boiler service is booked as a fixed visit, but it often uncovers something else: a failing expansion vessel, a blocked condensate pipe, a part that should be replaced before winter. This work order sets out the planned service as priced lines and gives the engineer a place to record the flue gas readings and the condition found. Anything beyond the service is written down with its price and approved by the customer before it is done, so the final invoice holds no surprises.
Fields to prepare
- Deliverables and line items
- Annual service, gas combi boiler, Flue gas analysis with printed readings, Clean the condensate trap and siphon, Top up and check system pressure: describe the work and materials planned for each line, with the time or quantity expected.
- Annual service, gas combi boiler
- Write the boiler make, model and where it is installed, and the date of the last service if the customer knows it.
- Flue gas analysis with printed readings
- Attach or copy the printed readings and say whether they were within the maker’s range or what was adjusted to bring them there.
- Clean the condensate trap and siphon
- Note what came out of the trap and whether the condensate pipe runs outside, where it can freeze.
- Top up and check system pressure
- Record the pressure found and the pressure left, so a slow leak can be spotted at the next visit.
- Job site and schedule
- Give the job site address, the scheduled date and the person assigned, with any access or safety instructions.
- Time and materials
- Record the hours worked and the materials used on each line, as done rather than as planned.
- Scope to agree
- Record the appliance make, model and location, attach the flue gas readings, and get the customer’s approval before any repair found during the service.
Before sending
- Is it clear who does “Annual service, gas combi boiler”, where and when?
- Are the materials for “Flue gas analysis with printed readings” listed and on site before the job starts?
- Is there a sign-off for “Clean the condensate trap and siphon” so the time can be invoiced afterwards?
Show 4 more
- Is it clear who does “Top up and check system pressure”, where and when?
- Check the job site address, the scheduled date, who is assigned, and any access or safety instructions.
- Agree with the customer which tasks are included, and note anything found on site that needs a separate quote.
- Have the customer check and sign off the work before you make the invoice.
Worked example: an annual service that finds a flat expansion vessel
The figures are an example, in dollars. An engineer books the annual service of a combi boiler with flue gas analysis, a trap clean and a pressure check, then finds the expansion vessel has lost its charge.
- Planned: four lines from the quotation.
- Found: the vessel will not hold pressure, so the engineer writes the replacement and its price on the work order.
- Approved: the customer signs for it before the work starts.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Annual service, gas combi boiler | 1 × $95.00 | $95.00 |
| Flue gas analysis with printed readings | 1 × $25.00 | $25.00 |
| Clean the condensate trap and siphon | 1 × $20.00 | $20.00 |
| Top up and check system pressure | 1 × $10.00 | $10.00 |
| Total | $150.00 | |
The planned service comes to $150.00. Replacing the vessel adds 1 at $185.00, an approved extra of $185.00, so the revised total is $335.00.
Mistakes on a boiler service work order
- Leaving out the flue gas readings, so the service cannot be shown to have been done.
- Fitting a part found during the service without written approval.
- Not recording where the boiler is, which matters for flue and condensate checks.
- Writing "pressure OK" instead of the figures found and left.
What the document must show
These details make a work order easier to approve and to file.
- Work order number and date
- The customer's name and job site address
- Scheduled date and the person assigned
- Each task and the materials needed
- Time or quantity per line, and prices if shown
- Sign-off lines for the worker and the customer
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
What if the boiler fails a safety check during the service?
Record what you found and what you did, follow the procedure your registration body or trade rules set for that situation, and have the customer sign so the advice given is on file.
Where do the flue gas readings go?
Attach the printout or copy the figures into the notes. They are the evidence that the service was done properly, and the next engineer will compare with them.
A repair is needed that the customer has not approved: what now?
Write the fault and the price on the work order and ask. If the customer declines, note that the advice was given and declined, with the date.
Does the customer need to sign the work order?
It is good practice. The signature confirms the visit, the readings and any extra work approved, which matters if the bill or the boiler is questioned later.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
How does a work order become an invoice?
When the job is done, open the work order and make an invoice from it. The lines, customer and prices carry over, and the work order stays as the record of what was agreed and done.
Read next
Reading for the Boiler service work order template: How to write a statement of work (SOW), with an example and Quote, proforma, invoice, receipt, credit note: which to use. When the job is signed off, record it on the Acceptance certificate template.