Job Sheet Template for Tradesmen: Keep Each Job Clear

When the details are spread across WhatsApp messages, a diary entry and a receipt in the van, even a straightforward job can take time to reconstruct. A consistent working note gives you somewhere to find the current arrangement without rereading the whole conversation.

Use this original job sheet template for tradesmen in a notes app, document or printed copy. It suits small UK trade businesses; remove fields that do not help your particular work.

Copy the job sheet template

Download the plain-text job sheet template. No signup is needed. Open it in a text editor or copy the version below into your usual job notes.

Job reference: [your reference]
Business / person handling the job: [name]
Last updated: [date]
Customer / contact: [name and relevant contact method]
Work location: [site address or workshop]
Current summary: [one short description]
Status: [enquiry / quoted / booked / in progress / work complete]
Next action: [action, person responsible and agreed deadline, if any]
Agreed work: [scope, exclusions and quote version]
Appointment: [agreed date and arrival window, or not yet agreed]
Access / outstanding decisions: [relevant arrangements and gaps]
Visit record: [date, person attending and work actually carried out]
Materials / time: [quantities and time record, where useful]
Changes agreed: [change and reference to the agreement]
Work remaining: [what is left and the next step]
Supporting files: [photos, receipt and document references]
Handover / invoice: [notes and invoice reference or status]

The download has separate visit and paperwork sections you can reuse. This is a working-note template; use your usual process for contracts, invoices, certificates and risk assessments.

Keep the top of the sheet short enough to recognise the job

The first few lines should answer “Which job is this, where has it got to, and what happens next?” A label such as “Fit two internal doors” is easier to scan than a pasted conversation about several doors, prices and possible dates.

Keep fuller details underneath. “Booked” describes progress; “confirm access with customer” describes an action. Both can be true at once. For two separate jobs from the same customer, use separate references so one booking does not hide another request.

Checkatrade's guidance on job sheets describes using a structured record before, during and after a job, including job details, visit notes and time records. Adapt the structure to your business rather than collecting every possible field.

Fill in the sheet as the job moves forward

At enquiry stage: record what is known

Capture the customer's request, useful contact details and location. Separate a confirmed fact from something you need to check. “Customer would like work next week” is different from an agreed appointment.

Leave an unknown field marked “to confirm”. A guessed measurement, finish or price can be mistaken for an agreement later. Our questions to ask before quoting guide helps you collect the information that matters at this stage.

After quoting or booking: link the current arrangement

Record which quote version the customer has and what is included. If the scope changes, keep a reference to the revised document or agreement. Update the appointment only after the slot is agreed, then check it matches the diary you use.

Write one next action, such as “send revised quote” or “customer to choose handles”. If you have arranged the date by phone, send a clear confirmation using our booking message templates.

During each visit: record the work actually carried out

Add a dated visit note while the details are fresh. State what you completed, what remains and why a return visit is needed if relevant. Copying the original request into “work carried out” can make unfinished work appear complete.

Record materials and quantities where they are useful to your paperwork or later enquiries. Keep a time record where your business needs one, but check it against the agreed pricing method before preparing an invoice. Attach or reference useful supporting photos and receipts rather than filling the summary with them.

At completion: leave a clear handover

Note what was handed over or discussed and any remaining agreed follow-up. Link the invoice reference once prepared and record its actual status. Sending an invoice and receiving payment are different events; update the record after checking what has happened.

GOV.UK's guidance for self-employed business records includes sales, income, expenses and supporting proof such as receipts and sales invoices. Keep those records through your accounting process; a job sheet helps connect the work to the paperwork.

A worked example: fitting two internal doors

This is an illustrative admin example, rather than a customer's record or instructions for carrying out the work:

Summary: Fit two customer-supplied internal doors.
Progress: First visit complete; return visit awaiting agreement.
Agreed scope: Two doors and the agreed handles, as described in the current quote.
Visit note: First door fitted; second door still awaiting delivery.
Next action: Customer to confirm delivery, then arrange the remaining visit.
Supporting records: Current quote, visit note and relevant photos kept under the same job reference.

The short summary still identifies the work. The visit note explains progress, and the next action makes clear that a return date has not been booked. An extra request to fit another door belongs in a separate change note for discussion.

Use a small end-of-job routine

Before moving on, check three things: does the note describe today's work, is the next action clear, and can you find the supporting files? This can be a brief update in your phone or a note on the printed sheet, rather than an evening spent rewriting the entire conversation.

• Use one reference: include it in the job note and related file names.
• Keep one current summary: update it when the work or arrangement changes.
• Date each visit: retain earlier notes rather than replacing the history.
• Give the next action an owner: distinguish what you must do from what the customer needs to provide.
• Keep the record focused: include information needed for the work, rather than unrelated personal messages.

Common questions about job sheets

Is a job sheet the same as a quote or invoice?

They serve different purposes. The job sheet follows the practical work and next steps; the quote describes the offer, and the invoice sets out the charge. Link the documents so you can check them together.

Should every trade use the same fields?

No. A decorator may need room and finish details; a carpenter may need product references; a maintenance visit may need a clear record of outstanding work. Add fields for useful job facts, and keep any specialist documentation in your normal process.

Can I use it on my phone?

Yes. The download is plain text, so you can copy it into a notes app or document. Save a fresh copy per job and keep it somewhere you can retrieve reliably. Use the same format consistently, whether your record is digital or on paper.

Where Traden fits into the job record

Traden keeps customer conversations, known job details, notes and files together as work progresses. It can gather missing information from suitable enquiries through WhatsApp Business and Outlook, and use known details to help prepare quote and invoice drafts.

You can review the scope and figures, handle a conversation yourself and keep the job's progress visible. The template on this page is a separate download you can use with your existing process; Traden's job records help keep the underlying customer information together.

Read the setup guide or Start your Traden trial to see how it fits your trade enquiries and paperwork.