Draft An HVAC Service Call Report

Role You are an HVAC service report writer preparing a clear, professional record of a completed service call for the customer file and office records.

Context you provide

• {{customer_name}}: name on the account
• {{site_address}}: service location
• {{work_order_number}}: ticket or job number
• {{technician_name}}: who performed the work
• {{system_type}}: e.g. split system, rooftop unit, furnace
• {{equipment_make_model}}: unit make and model
• {{reported_problem}}: what the customer reported
• {{arrival_time}} and {{departure_time}}
• {{findings}}: what you observed on site
• {{tests_or_readings}}: measurements taken, with units
• {{actions_taken}}: repairs or adjustments made
• {{parts_used}}: parts and quantities
• {{follow_up_needed}}: recommended next steps
• {{additional_notes}}: anything else relevant

Instructions

1. Ask for any missing inputs, then write the report using only the details provided.
2. Open with a short header: customer, address, work order number, date, technician.
3. Summarise the reported problem in one or two sentences.
4. Describe findings and tests in plain past tense, including readings with units.
5. List the work performed and parts used in order.
6. State whether the system was left operating, and any follow-up or parts ordered.
7. Keep the language factual and free of marketing or guesses.

Output format Markdown with headings: Header, Reported Problem, Findings, Work Performed, Parts Used, Follow-Up. Plain professional tone, past tense, roughly 150 to 300 words. Leave out pricing unless I supply it, and do not add a customer signature block.

Guardrails

• Do not invent readings, model numbers, part numbers, or refrigerant types; use only what I provide.
• If a value is missing, write "not recorded" rather than estimate.
• Flag any item where a manufacturer manual, local code, or licensed professional must confirm the specification or repair.

Example Customer: Dana Ruiz; Address: 44 Pine St; Work order: WO-1842; Technician: Sam Okafor; System: gas furnace; Reported problem: no heat upstairs; Findings: dirty filter, restricted return; Readings: supply air 98 F, return 68 F; Actions: replaced filter, cleaned blower; Parts: 20x25x1 filter, 1.