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Free operations, site and maintenance report templates

The paperwork of running sites, workshops and warehouses: work orders, job cards, daily site reports, method statements, permits to work, punch lists, field service and maintenance reports, stock counts, meeting minutes and status reports. Each of the 22 templates below fills in the browser, through the REST API or through an AI assistant on the DocMake MCP server, and comes out as a Word (DOCX) file and a PDF. The free plan makes 1,000 documents a month, with no credit card.

Site managers, maintenance engineers, workshop supervisors, warehouse leads and project managers fill these in on the job, often several a day. Most are a header with the job, the site and the people, a list of tasks, readings, parts or items, and a line to sign.

Those lists change length every time: one per item means a punch list with three items and one with three hundred come out of the same template.

22 Operations templates

Change Order

The instructed change, where it came from, what it costs line by line, what it does to the programme, and the contract sum it leaves behind.

Blanks to fill

  • Change order number, Issued, Project, Project number, Site address, Location and 32 more
  • One per item: cost lines, approvals
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Field Service Report

One engineer visit written down: the fault, the time on site, the parts fitted, the tests that proved it and the customer signature.

Blanks to fill

  • Report number, Visit date, Service company, Contract reference, Call type, Priority and 29 more
  • One per item: labour lines, parts, tests, outstanding
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Handover Certificate

The section taken over, the documents, keys and meter readings handed with it, what is still open and when the defects liability starts.

Blanks to fill

  • Certificate number, Date of issue, Project, Project number, Site address, Client and 24 more
  • One per item: systems, documents, keys, meters, training, signatories
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Job Card

One job through the workshop: operations with hours allowed against hours booked, parts issued, inspection results and the release.

Blanks to fill

  • Job card number, Work order, Raised, Required by, Workshop, Supervisor and 24 more
  • One per item: operations, parts issued, components removed, inspection
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Method Statement

The sequence of work stage by stage, who does it, the plant and substances involved, the permits relied on and the crew briefing sheet.

Blanks to fill

  • Reference, Revision, Work package, Project, Project number, Site address and 21 more
  • One per item: sequence, personnel, plant, substances, permits, briefing
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Permit to Work

The stages of a permit on one document: hazards, precautions, isolations and gas tests, then issue, acceptance, hand back and cancellation.

Blanks to fill

  • Permit number, Permit type, Valid from, Expires, Permit title, Description of work and 30 more
  • One per item: hazards, precautions, isolations, atmospheric tests, workers, extensions
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Punch List

Every item found at a completion inspection, graded and owned, with what is closed, what is open and what it means for handover.

Blanks to fill

  • List reference, Revision, Project, Project number, Site address, Client and 21 more
  • One per item: items, disputed
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Supplier Evaluation Report

Weighted scores for one supplier over one period, the figures behind them, the open actions, and the rating and decision that follow.

Blanks to fill

  • Report reference, Period covered, Supplier, Supplier code, Supplier address, Commodity or service supplied and 20 more
  • One per item: criteria, certifications, open issues, actions
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Questions about these templates

Which operations documents are in the set?
Construction documents (change order, daily site report, method statement, permit to work, punch list, request for information, handover certificate, toolbox talk record), maintenance and service reports (work order, job card, field service report, preventive maintenance checklist, vehicle inspection report), warehouse notes (goods received note, packing slip, stock count sheet, return authorization) and the documents of running a team (meeting minutes, project status report, incident report, supplier evaluation report, work instruction).
Can somebody on site fill in a report without an account?
Yes. Share the template as a form link; whoever fills it in needs no account and downloads the finished report as DOCX or PDF.
Can our job system make a work order for every job?
Yes. POST the job as JSON to the REST API and the work order comes back as DOCX or PDF, with a row for every task in the list.
All 72 templates → Make them with the API →