Job completion sign-off form template

A job completion sign-off is the customer's written confirmation, at the end of the job, that the work in the signed quote is done. Anything still outstanding is listed beside it. It closes the loop the quote opened. The quote said what would be done, the sign-off says it was done, and the outstanding items say what is left.

The PDF downloads from this page, with an example filled in.

What goes on a job completion sign-off?

1. The project and the Location. The project name, the Location where the work was done and the date it was completed.
2. The customer. Name, company and Billing address, under the header.
3. The quote it closes. The quote number, so the sign-off is read against the scope the customer signed.
4. The work done, line by line. Each quote line and its status: Done or Outstanding. The lines are the quote's lines as they were signed, not a new description.
5. The photos taken. The number of photos taken on the job: "18".
6. Outstanding items. What is not finished, why, and what happens next. "The cover plate is on back order; fitted on the next visit at no charge."
7. Acceptance. One sentence the customer agrees to, then a name, a signature and a date.

Why sign off at the end, and not only at the start?

Because the quote's signature only proves what was agreed. The dispute that arrives a month later is about what was delivered: "the exit button never worked", "you left without testing the gate". A sign-off taken on the last day, with the customer standing at the door that now opens, answers that before it is asked. It also turns a vague complaint into a list: the outstanding items are the only things left to argue about.

Why list the quote's lines instead of a summary?

A summary ("access control installed") invites the question of which part. The quote's lines, each marked Done or Outstanding, show the customer the same scope they signed with a tick beside each part. The quote template shows how to write lines that work this way. The change order template covers a line added on the job, which goes on the sign-off like every other line.

How does it work in Combdex?

The parts of the sign-off are already on the project.

• The quote was accepted and signed on the link, and the accepted version is archived with its time. See sending, acceptance and signature.
• The work is the project's sessions, each with a status (Not started, In progress, Completed, Cancelled) and its tasks. A session with one task for each quote line is the checklist this form prints. See sessions.
• The photos are stamped with time and place when the shutter fires and filed to the session, with or without signal. The site photo report template lays them out, and what to photograph on every job is the list to work from.
• The invoice is converted from the accepted quote; see the invoice template. A sign-off with no outstanding items is the moment to send it.

A worked example (invented details)

A coffee roaster's side door gets five quote lines: a keypad with a proximity reader, a maglock and an interior exit button. The other two are a power supply with battery backup and codes for 12 users. On the last day four lines are done. The exit button works, but its stainless cover plate is on back order.

The technician fills in the form at the door: four lines Done, the exit button Outstanding with the reason, 18 photos over two days. The owner reads it, signs it and dates it. The office sends the invoice the same afternoon and books a short session for the cover plate. Nobody has to remember, three weeks later, what was left.

What this page does not have yet

There is no editable version of the PDF, and Combdex does not collect a completion signature in the app today. The sign-off is the paper for that one step. The quote, the sessions, the photos and the invoice it refers to are all on the project.