Core details
Keep the service date, provider identity, work authorized, access locations and system components identified. Record pumping or other maintenance performed and any parts replaced. Avoid guessing missing system specifications.
Findings and limitations
The report should distinguish observed conditions, recommended work and anything the provider could not assess. If photographs are supplied, ask which component each image shows and how it relates to the recommendation.
Follow-up decisions
Keep the estimate for additional work separate from the completed-service record. Ask which items are urgent, which need more assessment and which are routine maintenance, along with the reason for that distinction.
Before booking
Tell the provider if you need documentation for a sale or another specific purpose; ordinary maintenance notes may not satisfy that requirement.