Technical services

The field service report, dictated as you leave the site

What a field service report must contain, a template ready to copy, and how to dictate it right after the visit so you can find it again at the next one.

A field service report records what a staff member or technician found and did on a site: the reason for the call, the diagnosis, the work carried out, the parts used, what remains to be done. Written right after the visit, it serves as the service’s record, as the basis for further work and as a memory for the next person on site.

What a field service report must contain

  • The date, time and site of the intervention
  • The name of the technician and the request number
  • The reason for the call, as worded by the requester
  • The findings on site and the diagnosis
  • The safety measures taken
  • The work carried out
  • The parts and equipment used
  • The status on leaving: resolved, temporary fix, to be redone
  • Outstanding work, with a deadline
  • Recommendations for what comes next

Dictate the report right after the visit

A report that is not written the same day rarely gets written at all. The shortest path is your voice.

  1. 1

    Record yourself as you leave the site

    On your phone, in the vehicle or in front of the building, describe what you saw, what you did and what remains. A few sentences are enough, in whatever order they come to you.

  2. 2

    Choose the "After-sales intervention report" format

    Recapro files your dictation under the report’s sections: reason, findings, diagnosis, work, parts, status, outstanding work. A missing mandatory field is flagged at the top of the report instead of being invented.

  3. 3

    Find it again at the next visit

    The report joins your library of meeting reports. Before going back to the same site, ask your meetings, for example "what did we find on the school’s boiler room?". The answer quotes the original passages.

Field service report template

Copy this template and replace the items in brackets. It follows the order of the sections Recapro fills in from a dictation.

FIELD SERVICE REPORT
Service: [service name]
Request no.: [reference]

Date and time: [date], from [time] to [time]
Site: [building, address, room]
Technician(s): [names]
Equipment concerned: [type, make, tag]

Reason for the request: [as worded by the requester]
Findings on site: [what was observed]
Diagnosis: [identified or presumed cause]
Safety: [lockouts, barriers, protective equipment]

Work carried out:
- [operation]
- [operation]

Parts and equipment used: [description, quantity]
Measurements and tests: [values recorded]

Status on leaving: [resolved / temporary fix / to be redone / awaiting parts]
Outstanding work: [action], deadline [date]
Recommendations: [recommendations]

Written on [date] by [name].

With Recapro, this report fills in from your dictation, and the missing fields are listed instead of being guessed.

Create an account

After a support appointment, debrief without recording the resident

  • With families, recording is out of the question: what is said is confidential.

  • Recounting the appointment right afterwards and having the summary write itself: that alone would be huge.

Remarks heard in local authorities, reworded and anonymised. They do not come from Recapro users.

An appointment with a family, a resident or someone applying for support is not recorded. The logic of dictation still applies. On the way out, the staff member records only themselves and recounts the appointment: its purpose, the questions asked, the answers given, what remains to be done.

Only their voice is recorded. Recapro turns it into a structured summary, to be entered into your case-management software or passed on to the colleague who will take over the follow-up.

What you recount concerns an identifiable person, so dictate only what the follow-up needs. Health data collected during social or medico-social follow-up may only be hosted by an HDS-certified provider (article L1111-8 of the French Public Health Code): check with your data protection officer which hosting to choose before dictating it. This does not exempt the authority from its own compliance assessment (record of processing activities, data protection impact assessment).

For a recorded meeting, "Record a debrief", under private notes in the mobile app, follows the same logic and attaches your notes, dictated afterwards, to the meeting, with their own meeting report.

Tradespeople and building firms

Do you work for clients rather than for a local authority? The same format covers repairs, maintenance and snag clearance, and 2 other formats handle the client visit and the site meeting. Our construction page describes them in detail.

See the construction use case

Frequently asked questions

01

What is a field service report?
It is the document that records an intervention on a site or a piece of equipment: reason, findings, diagnosis, work carried out, parts used, status on leaving and outstanding work. It serves as the service’s record and as the starting point for the next technician.
02

Is there a free field service report template?
Yes, the one on this page. Copy it and adapt the sections to your service. It follows the order Recapro fills in from a dictation.
03

Can a field service report be dictated instead of written?
Yes. The technician records themselves on leaving the site, and the "After-sales intervention report" format files the dictation under the report’s sections. Missing mandatory fields are flagged at the top of the document.
04

Can an appointment be summarised without recording the person seen?
Yes. The staff member records only themselves after the appointment and recounts what was said, so that only their voice is recorded. Keep the dictation to what the follow-up needs.
05

Where are staff recordings processed?
With the Fortress, on a server installed on your premises. In the Cloud, transcription and drafting run on our servers in France, and the files are stored in France at Scaleway (fr-par region); in transit, Cloudflare terminates TLS. No model is trained on your recordings.

The report written before you hit the road again

See how Recapro is organised for the technical services and services to residents of local authorities.

Recapro for public services

Dig deeper

The field service report is only one of the documents a local authority produces. Here are the others, and where they are processed.