Dryer-vent service report checklist

What to record for each visit

1. Business, customer, and property

   Identify the service business and technician, the customer, the service date, and the property. Include building, unit, or dryer details when more than one appliance is present. The record should identify the exact job without relying on someone’s memory.

2. Visit outcome and access

   Separate a serviced visit from a no-access visit. Describe locked rooms, inaccessible terminations, or other limits in plain language. Do not mark a component inspected when it was not accessible.

3. Before photos

   Capture relevant conditions before disturbing them. Add captions that identify the component and location. Keep unrelated people, personal documents, and private belongings out of the frame.

4. Inspection findings

   VentProof groups observations under termination, transition duct, connections, vent run, and access. Record a concern, no observed concern, not inspected, or not applicable. Explain what you actually saw and whether an observed concern was resolved.

5. Work performed

   Select only the checklist items completed on this visit. Use notes to describe the work and any limits. A prefilled checklist is a prompt to review, not evidence that every task happened.

6. After photos

   Photograph the same component from a comparable viewpoint after work. Explain what changed. A clean-looking exterior photograph does not establish the condition of a concealed vent run.

7. Airflow readings, when taken

   Record before and after values, the unit, and the measurement location. VentProof supports CFM, ft/min, and m/s. These units describe different quantities; do not compare values with different units as if they were equivalent. Note the test conditions and equipment in technician notes. The airflow documentation guide explains how to keep readings comparable.

8. Notes, recommendations, and next service

   Separate observations from recommendations. Explain work left incomplete and what the customer should arrange next. Record a next-service date appropriate to the actual situation; a sample date is not a universal maintenance interval.

9. Customer acknowledgement

   Record the signer and acknowledgement only when it was actually provided. If it is unavailable, record the reason. Customer acknowledgement is a record of the interaction, not a certification that the system meets every requirement.

10. Report identity

    Review the report number, service date, and version. Keep the completed record with its visit photos so a later reader can understand which visit and revision they are seeing.

How to document a no-access visit

Write the access reason, the limits of the visit, and the next action. For example: “Laundry room locked; dryer and transition duct not inspected. No cleaning performed. Contact the customer to arrange access.” Do not invent airflow readings or present an attempted visit as a completed cleaning.

VentProof has a separate no-access outcome so the service record can describe the visit honestly. Follow the failed-access documentation guide for the access reason and next steps.

Before sharing the report

Prefer a paper record? Use the free blank service report template alongside this checklist.

• Confirm that customer and property details belong to this visit.
• Check that captions match the before and after photos.
• Check measured values and units against your notes.
• Leave unavailable measurements empty; explain missing access.
• Remove unrelated personal information.
• Review unresolved concerns and recommendations with the customer.

See the fictional sample report for an example of how these fields appear together, and the before-and-after guide for photo and measurement context.