Originally published in October 2021. Last updated on March 27, 2025.
You’ve just completed a job and you’re proud of the results. Then the client says, “I asked you to do it this way instead.” Or worse—they claim you didn’t complete the job at all.
In this article, you’ll see how job completion forms help you capture information about a job while you’re doing it. And when you send one after the work is done, you’ll remind the client what the work was and how you completed it.
You’ll also get a free job completion form template to help you get started right away!
What is a job completion form?
A job completion form (or work completion form) is a type of documentation that you send to a client after completing a job. It outlines the tasks you did as part of the job, both for your records and the clients’.
There are different types of work-related forms for your team, which can be for internal use or customer-facing reports. These are just a few examples:
- Job checklists
- Site inspection checklists
- System function tests
- Service authorization forms
- Chemical tracking form
FREE TOOL: Create an accurate work order with our free generator
Here’s an example of a job completion form you can send to your client:
What are the benefits of job completion forms?
Adding job completion forms to your processes can prevent all kinds of headaches. Here’s how:
- Proof of work completion: If a client contests the work, just open that day’s job, pull up the job form, and show which services you provided. Having this detailed record allows you to say, “Here’s what we agreed on, and that’s exactly what I did for you.”
- Clear documentation: Depending on your line of work, you might need to provide different types of documentation to prove you’re compliant with certain regulations. Work completion forms help provide that proof in a detailed and professional-looking format.
- Consistent data: With job forms, everyone on your team can easily access and fill out the same questionnaires to ensure all the important details are captured every time, giving you and your clients the consistency you need.
- Accurate hours: Track how much time you spend on a particular job. This is especially useful if your prices are based on an hourly rate, or if you’re paying employees by the hour. You can also use this data to quote future jobs more accurately.
READ MORE: Keep your records clean for more insightful reporting
Digital vs. paper forms job forms
Let’s say you’re a landscaper who just wrapped up a big job. The flower beds look great, the new sod is laid out, and the client is thrilled. Now, it’s time for the paperwork.
Do you pull out a clipboard and pen, or do you tap a few buttons on your phone? That’s the debate when it comes to using paper or going digital for your project completion form.
There’s a reason more home service businesses are ditching paper. Digital forms make life easier. You could fill out a form right from your phone or tablet while you’re still on-site and send it to your client in a couple of clicks. No scrambling to find a pen or worrying about lost paperwork. Here’s what digital forms bring to the table:
- Real-time updates: Your crew can update job details instantly. If something changes, like a last-minute add-on for hedge trimming, you’re not waiting for someone to drop off paperwork.
- Field accessibility: Paper forms can be hard to use when you’re on the job. A mobile app will allow you to fill out and send forms to the client no matter where you are.
- Better record-keeping: Need to prove a job was done right? Photos and digital signatures can be attached to the form, providing proof of work completion if a client ever questions an invoice.
Your customers are expecting a digital experience. They’re expecting to be updated in real-time.
When someone’s on their way, get a quote delivered via text, they want all of those things, because that’s what they’re experiencing on Amazon and Uber and all these other platforms.
That said, some business owners still swear by paper. There’s a certain comfort in holding a physical document without worrying about phone service or battery life.
If you’re running a general contracting business, for example, you might like having printed forms on-site where subcontractors can sign off before heading to the next job.
Here’s a quick breakdown of the pros and cons of the two options:
Digital vs. Paper Job Completion Forms: Pros and cons
| Digital | Paper | |
| Pros | Easy to update in real-time Accessible from anywhere Better for record-keeping Allows for attachments Saves time by eliminating manual paperwork More professional-looking | No reliance on technology Simple for on-site signoffs Can be handed directly to clients |
| Cons | Requires devices, apps, and internet access Some employees may resist the change Potential learning curve for those unfamiliar with digital tools Risk of technical issues Some clients may prefer paper receipts or physical documentation | Easier to lose, damage, or misplace Takes up physical space and requires filing Slower to process Handwriting can be unclear or inconsistent Less eco-friendly compared to digital options |
What should you include in a job completion form?
Job completion forms can include a lot of the same information as work request forms. Here are a few examples:
- Checklists or dropdown menus with tasks completed
- Details of any further work needed
- Information about next steps to take
When you email the job completion form to the client, you consider attaching files like:
- Site photos taken on your phone or stored in the job as internal notes
- A signed and downloaded job form in PDF format
- Other job attachments
Get your free job completion form template
Don’t want to create your own template? No problem!
Get Jobber’s job completion template in Excel format or Google Sheet format. Download or make a copy to your own Google Drive and start putting together your work reports today.
How should you use job completion forms?
A job completion form can mean the difference between a smooth handoff and a client calling a week later with complaints.
To get the most out of your form, you need a system. Here’s how to make sure your forms work for you:
Create a standard process
Consistency is key. If your crew fills out a project completion form one way on Monday and a different way on Friday, you’ll run into problems: missing details, incomplete reports, and confused clients.
The best approach is to make these forms a standard part of every project. Set them as a required step before closing out any job. Whether your team is wrapping up a foundation pour or finishing drywall, the form should be part of the routine.
Fill out forms during or immediately after the job
The longer you wait to document a job, the more likely you’ll be to forget some of the details. That’s why it’s best to fill out the construction job completion form template on-site or immediately after the work is done.
If your crew is still using paper forms, keep them in the truck and make it a habit to fill them out before leaving the site. But if you’re going digital, it’s even easier—you can log everything on a phone or tablet, take pictures, and collect client signatures on the spot.
Send the forms to clients
Once the job completion form is completed, email it to the client, along with photos or signed approvals. This is a great way to show professionalism, build trust, and protect yourself from disputes. If a client ever questions whether something was completed, you’ve got documentation ready to go.
Pro Tip: Use this as an opportunity to ask for feedback. A simple, “Let us know how we did!” can go a long way in building the client relationship. Happy clients turn into repeat clients.
Save completed forms for future reference
Ever had a client call after a job, claiming something wasn’t finished? Without proper documentation, it’s your word against theirs.
Instead of tossing paper forms into a filing cabinet, consider using a digital storage system. This way, every completed form is easy to access whenever you need it.
Also, reviewing past forms can help you spot trends, like which types of projects take longer than estimated. Or which crews consistently finish ahead of schedule. Over time, you can use this data to help you refine your job estimates and reduce costly overruns.
Train your team to use the forms
Start by explaining why these forms matter. They protect your company, help maintain the quality of work, and streamline operations. Then, provide training sessions where employees can practice filling out forms and see real examples of what good documentation looks like.
When rolling out a new job completion form template, give your team time to adjust and be open to feedback. The goal is to make these forms second nature.
The only choice we have as business owners is to train and develop your people. It’s ethical and it’s the only way that you build a company.
Add the forms to your business workflow
A job completion form should be a natural part of how you run your service business. Build it into your existing workflow so filling it out becomes as routine as clocking in for the day.
For example, set up your scheduling software to prompt crews to complete a form before marking a job as finished. Or, if you’re using invoicing software, integrate your forms so clients receive a copy of the completed form along with their bill.
Try Jobber’s job forms
You can create a job completion form using the job forms feature in Jobber. When you send it to your clients, it’ll make you look more professional and end the job on a positive note.
Jobber’s mobile app allows you to fill out and send work completion forms to the client while you’re in the field—at their home, on the road, wherever. It’s easy to collect a client signature.
Here’s what it looks like when you create a form in Jobber:
When you send the work completion form and attachments all together, the client gets a full work report—and you get a record proving you did the work.
[My favorite Jobber feature is] the checklist you can attach to the job.
It’s a great tool for us. It’s making us more consistent out in the field.
You can also edit the email templates where you attach your job completion form. So if you’d like to ask the client for a Google review now that they’ve seen what a great job you did, you can edit the template to include that request.
Want to get the step-by-step guide to setting up and using job forms? Head over to our help section and find out how job forms work.
Job completion forms are one of the best ways to keep your clients happy and your business organized. When you have these forms in your back pocket, you’ll never miss a detail again.
Want to go even deeper on this topic? Learn how to master operational efficiency on the Masters of Home Service podcast.
Frequently Asked Questions
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A job completion form should be clear and easy to fill out. Include details like:
• The job description
• Materials used
• Work completed
• Client sign-off
• Space for notes or photos as proof of work completion
Standardizing the format ensures every team member documents jobs the same way. If you’re using digital forms, make them mobile-friendly so they can be completed on the go. -
A work order is issued before the job starts, outlining what needs to be done, materials required, and estimated costs. A work completion form, on the other hand, is filled out after the job is finished to document what was actually completed and get the client’s approval.
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Disputes often come down to miscommunication or lack of documentation. A properly completed job completion form provides a clear record of:
• The work done
• Photos
• Signatures
• Notes about changes or client requests
If a client later claims something wasn’t finished? You have the documentation to back you up, avoiding costly callbacks or payment issues.