The HVAC Work Order Template puts the specifics defining a request for system maintenance or repairs in writing. This is often viewed as a useful practice at the onset of a job since this enables an organized paperwork process that an HVAC Business will need to engage from the beginning of a project to its payment. All areas of this form should be filled out before it may be considered complete with the exception of an optional area that provides a direct dialogue. This request will also need to be shown to the HVAC Customer before it can proceed as he or she will need to execute a written promise (by signature) to pay for the project according to the HVAC Company’s payment terms.
How to Write in PDF & Word
Download: Adobe PDF Or Microsoft Word (.docx)
Step 1 – Save The PDF OR MS Word HVAC Work Order Template To Your System
The HVAC Work Order Template can be saved and worked on as a “PDF” file or it can be accessed and completed as a “Word” file. The buttons placed with the image on this page will allow access to the file version respectively labeling the item you choose. If desired, the links in this section, placed as a matter of convenience, can be used to save the same file.
Step 2 – Directly Address The HVAC Service
Once this HVAC paperwork has been acquired and you have gathered the job information, access it then type in the full “Company Name” of the HVAC Service in the first field box at the top of the page. 
The designated Recipient of this paperwork should also be identified. Generally, this will be an Office Employee of the HVAC Service however, if this is a sole proprietorship, then the full name of the Business Owner can be used to direct this document. The “Name” line at the top of the page is reserved for the Recipient’s identity.
A grouping designed to display the HVAC Service’s mailing address constitutes the next topic’s report. Input the PO Box Number or the building number, street name, and suite number making up the first line of the HVAC Service’s mailing address on the “Street Address” line then continue the HVAC Service’s mailing address with its “City, State,” and “Country” as well as the HVAC Service’s “Zip Code” on the lines that follow. Record the HVAC Service “Phone” number with the address by inputting it on the next line down. The “E-Mail” line seeks the HVAC Service’s electronic information. Report this email address as requested.
Step 3 – Identify The HVAC Service Filing Content
The HVAC job’s work order number serves to enable all Parties to handle this document to refer to it easily. Therefore, document the HVAC Service’s “Work Order #” where requested. 
Before continuing with a discussion regarding the HVAC Client and job, continue to the right of the page where the “Date” line has been placed then, assign a specific document “Date” to the HVAC job request being developed.
Step 4 – Attach The HVAC Client’s Billing Details
The information that will be needed to continue correspondence with the HVAC Client as well as bill for the concerned job will be the topic in focus for the next section (titled “Client Information”). In this section, the “Name” of the HVAC Client, the “E-Mail” address, and the HVAC Client’s “Phone” number are required down the first three lines. 
The final lines of the HVAC “Client Information” area seek the HVAC Client’s billing address furnished first as a “Street Address” entry then as a “City, State, Country,” and “Zip Code” entry. Use these appropriately labeled spaces to solidify this information.
Step 5 – Name The HVAC Service Dates For The Order
It will be imperative to the schedule needs of the Client that a specific range of dates by assigned to the HVAC service request at the onset of this job. The “Expected Start Date” of the maintenance or repairs to the concerned HVAC system is required on the first available space in the “Order” section. This can be found attached to the phrase “Expected Start Date.” The HVAC Service Technician’s final day on the Client’s project should also be documented. Use the “Expected End Date” line for this purpose.
Step 6 – Inventory The Needed HVAC Parts For The Repair Request
If the HVAC Client will be expected to pay for any of the parts, the fluids, or the accessory upgrades required for the job, then all such items must be clearly explained before the job begins. The “Description” column of the HVAC “Material” table is ready to receive such an inventory. Reports consisting of the HVAC product name or HVAC product serial number should be placed here on a row-by-row basis. 
Produce the assumed “Quantity” of every product that will be provided by the HVAC Service for the job in the second column. Document the full cost of a single HVAC product in the third column so the HVAC “Unit Cost” can be reviewed with the “Quantity” ordered The last column of the HVAC “Material” table is intent on informing the concerned Client of the “Amount” of money he or she will be obligated to pay for the HVAC products used for this project. Determine this “Amount” by multiplying the “Quantity” of a needed HVAC product with its “Unit Cost.” Finally, add every “Amount” in the HVAC’s “Material” table’s final column. This sum is the “Total Material” cost for the HVAC “Material” needed.
Step 7 – Assign The HVAC Service Technician’s Schedule
Once the HVAC products have been documented the HVAC Service Technician’s time will need to be presented. The “Service” table first requires the schedule the HVAC Service Technician will work reported in its first column (labeled with the phrase “Description”). 
A submission of the expected HVAC Service “Hours” of work is required by the second column. The pay rate the HVAC Service Technician will require of the Client for the defined work time is the next requirement of this table. The “Hourly Rate” column expects this dollar amount as the third entry for the row you are working on. The HVAC Service Technician’s compensation for a specific shift will be equivalent the number of service “Hours” expected of the HVAC Technician multiplied with his or her “Hourly Rate.” Subject these two numbers to this process then furnish the HVAC Service Technician’s compensation to the final column (“Amount”). The HVAC Technician’s “Total Service” charge is expected as the sum of all the previously calculated values in the “Amount” column and must be dispensed in the box holding the “Total Service” label.
Step 8 – Summarize The HVAC Charges Expected For The Requested Service
A third table has been made available to summarize the estimated HVAC costs for this job. The “Subtotal” field found in the lower right seeks the sum of the HVAC job’s “Total Material” entry and “Total Service” value presented. 
Calculate the HVAC job’s sales, service, or value-added “Tax” as needed. For this task, you must refer to the current “Tax” laws the HVAC Service must comply with for this transaction. Supply the HVAC job’s “Tax” below its “Subtotal.” The HVAC job “Subtotal” and “Tax” values represent the “Total” payment that will be required of the Client for the HVAC job when they are combined as a sum. The final table box of this page, labeled as “Total,” requires this sum.
Step 9 – Name The Developer Of This Paperwork
The information defining the HVAC project will have been entered by one or more people. Record the name of each such Contributor to the HVAC job information above on the line presented after the words “Work Order Completed By.”
Step 10 -Deliver Additional HVAC Details Or Other Relevant Material
The basic information requirements of this paperwork have been completed but some that satisfy the HVAC Service or Client may yet be needed. If any information regarding the HVAC Service, project, or Client remain then utilize the conveniently supplied blank lines that follow the label “Comments Or Suggestions.”
Step 11 -Acquire The HVAC Service Client’s Signature
The HVAC Service receiving this request will want to make sure the Client has been informed of what will be needed for the HVAC maintenance, repairs, or installations defined above. The HVAC Client should review the sections above then agree to pay the HVAC Service’s “Total” for the job by signing the “Client Signature” line.
How to Write in Excel
Download: Microsoft Excel (.xlsx)
Step 1 – Use This Page To Obtain The HVAC Work Order Spreadsheet Template
Two items on this page enable your browser to connect directly to the “Excel” version of the HVAC Work Order Template. Select the “Microsoft Excel (.xlsx)” link or the similarly designated button to begin this download.
Step 2 – Identify The HVAC Company Receiving This Commission
Review the different sections making up this spreadsheet. Some will contain text that should be replaced while others require a direct entry of content. The first topic that bears discussion is the HVAC Company receiving this order. Furnish the logo image used by the HVAC Company for its public image in cell A1 then the HVAC “Company Name” in cell A2. 
After identifying the HVAC Company, the project request’s Recipient and address with the HVAC Company will be expected entries. For this task, replace the text “Name” in cell A3 with the HVAC Employee “Name” or that of the Business Owner then replace the “Street Address” and the “City, State, Country” labels from cells A4 and A5 with the HVAC Company’s mailing address. Cell A6 of this sheet is reserved for the HVAC Company’s “Zip Code.” Look this information up then report it as requested. Dispense the “E-Mail” address where the HVAC Company expects electronic mail in cell A7. Document the public or Customer Service “Phone” number maintained by the HVAC Company in cell A8.
Step 3 – Categorize The HVAC Project Request Properly
The “Work Order” section on the right only requires two entries to complete the header area. Look up or determine the record number for the HVAC project or “Work Order” number assigned to this paperwork in cell F5. Continue by attaching the HVAC project’s “Work Number” to a calendar “Date.” Cell H5 will use your system’s calendar settings for this task by presenting the current “Date” as its contents. This remains editable if this HVAC project’s paperwork must become active in the future (on a different “Date”). If desired, you can enter a preferred calendar day directly to this field (cell H5).
Step 4 – Produce The HVAC Customer Billing Information
It is crucial that the HVAC Customer be named in this document so that any additional correspondence or invoices can be directed correctly. Produce the full HVAC Customer “Name” in cell A11 then the appropriate billing address for the HVAC Customer in cell A12 (replace the label “Street Address”), cell A13 (“City, State, Country”), and cell A14 (“Zip Code”). 
Obtain the HVAC Customer’s “E-Mail” address then document it in cell H15. Attach the HVAC Customer’s “Phone” number to his or her account by populating cell H16 with this information.
Step 5 – Reserve The HVAC Company’s Project Time
This spreadsheet’s “Order” section is devoted to solidifying exactly which calendar dates the Client and HVAC Company have decided this project occur by delivering the project’s commencement date in cell H11 after the “Expected Start Date” label. The final project date for the HVAC Company after the text “Expected End Date” in cell H12.
Step 6 – Attach A Manifest Of The HVAC Products That Will Be Needed
The remainder of the spreadsheet will require information that directly lists the job requirements for this project. The “Material” table on the eighteenth row begins this process with a requested “Description” of the HVAC products that will require payment. Such content can be reported as the HVAC product name/number that will be ordered or produced by the HVAC Company. 
The HVAC products just discussed should be accompanied with a record of the number that will be ordered. The adjacent column is labeled with the word “Quantity” to properly call attention to this entry. Now that the HVAC product that will be ordered has been documented with a “Quantity,” its “Unit Price” should be dispensed. Produce the cost of a single HVAC product in column G as its “Unit Price.” This will immediately require the H column to multiply the recorded “Quantity” with the HVAC product’s “Unit Price” on a row to determine its content. This “Amount” will be charged by the HVAC Company for the needed products.
Step 7 – Furnish The HVAC Company’s Expected Service Time
The HVAC Company’s “Service” table is designed to handle reporting on the scheduled time. The “Description” column in this area (see column A beginning with cell A28) requires the dates and times of HVAC “Service” to the Client. Separate these shifts by row. The time spent during the project will need to be divided by a number of “Hours” for every shift. Naturally, the number of “Hours” that will be worked should be displayed adjacent to the shift being referred to therefore column F has been set with the “Hours” title to display this report.
Submit documentation defining the full amount required by the HVAC Company for its “Hourly Rate.” This pay rate can be thought of as the payment the HVAC Company charges for an hour of service. Inputting this value in the “Hourly Rate” section (in column G), will generate the compensation the HVAC Company or Professional Technician will expect for the services and the products defined thus far.
Step 8 – Put The HVAC Transaction Tax To Be Charged In Writing
The “Tax” that should be paid for the “Total Material” and/or “Total Service” must be calculated according to local, state, and federal “Tax” codes holding power over this transaction. Cell H36 is set to accept the HVAC transaction “Tax” (if applicable). 
Step 9 – Report The HVAC Project Documenter’s Identity
Cell A37 found in the first column presents its label as “Work Order Completed By” and must be satisfied with the name(s) of the Documenter that has delivered the content of this order.
Step 10 – Additional HVAC Disclosures Or Project Information As Needed
Utilize the “Comments Or Suggestions” field of cell A38 to convey more content that either the HVAC Company or Customer may require with this request. 
Step 11 – Acquire The HVAC Customer’s Authorization
Cell A42 presents the “Client Signature” line as an area strictly for the use of the Client and the security of the HVAC Company. This line must be signed by the HVAC Customer as confirmation that he or she will accept the charges for the work above. 
