Work order close-out
The job card says "Completed". Does anyone know what that means?
What was done, what was checked, and is the resident's problem actually solved? Open Repair Record is an open guide and a free tool for an honest close-out: one record anyone can read, in any system.
Free, no account, and what you type never leaves your browser. Print it, save it as PDF, or send it on WhatsApp.
- Location
- Tower 2, Apt 1204
- Fault
- AC leaking
- Technician
- Ravi K.
- Remarks
- Done.
Repeat call-outs
A job closed on the contractor's word looks like a first-time fix, until the resident calls again.
Disputes
When an owner or a resident disputes a repair, a record of who said what is the first thing you need.
Handover
A new contractor, a new manager, a new system: the record travels as a PDF or a JSON file.
One record, six parts
A good completion report keeps each source of information apart. There is no single "done" box to tick.
What was reported
Where, when, and the symptom in the reporter's words. Kept apart from the diagnosis.
What the contractor says
Who reported the work, what they did, the outcome they claim, and anything left unfinished.
Checks and evidence
Who checked, how, what they found, and what the check did not cover. Photos or test logs, if any.
The resident's answer
Resolved, not resolved, not asked, waiting, no reply, or not applicable. Never assumed.
Who closed it, and why
The person who closed the record, the reason, and what still needs following up.
Later additions
A late reply, a revisit or a correction is added. Nothing earlier is rewritten.
The six parts in detail → · See a record built step by step →
Five worked examples
Fictional repairs that show the hard cases: a temporary fix, a resident who never answers, a fault that comes back, and a visit with no access.
A normal repair, confirmed
The plumber fixes a dripping tap and tests it; the resident answers "fixed"; the coordinator closes it.
See the report →A temporary fix
The leak is stopped but the ceiling is not repaired, so the record stays open with an owner and a date.
See the report →No reply from the resident
The technician tested the AC, the coordinator did not inspect it, and the resident never answered. The report says so.
See the report →Dripping again: reopened
Three days later the resident writes "dripping again". The record reopens and nothing earlier is overwritten.
See the report →No access
Nobody was home. The visit is recorded as no access, a next step is set, and nothing is closed.
See the report →Your own repair
Fill in a short form. The check tells you what is missing or contradicts itself before you send it.
Create a report →Principles
Keep each source separate
A contractor's statement, a coordinator's check and a resident's answer are different things. The record says who said what.
No reply means no reply
Silence is never turned into a confirmation, however long it lasts.
A temporary fix is not a fix
If something is left to do, it gets an owner and a date, and the record stays honest about it.
Say what a check did not cover
"Ran it for 15 minutes" and "did not inspect the unit" are both useful.
Add, don't rewrite
Corrections and reopenings are new entries. The earlier version stays readable.
A record is not a certificate
It documents claims and checks. It does not certify safety or quality, and a photo is never required.
Open, and yours to use
The guide, the template and the examples are CC BY 4.0. The builder and the JSON format are MIT. Use them with any contractor and any software, copy them into your own instructions, or build them into your own tool.
Open Repair Record is a practical guide and toolkit, not an official standard. Where it overlaps existing housing data models, the format page says so.