Is a printable job card a legal requirement for maintenance work in Australia?

There is no specific Australian regulation that mandates a printed job card by name, but the WHS Regulations 2011 require a PCBU to keep records of inspection, testing and maintenance for plant under Chapter 5, and the Australian Consumer Law expects evidence of work performed when a warranty claim is made. The job card is the simplest format that meets both duties: it documents what was done, by whom, on what date, with which parts. Whether the record is paper or digital is the operator's choice; what matters is that it exists, is signed and can be produced when asked.

What is the difference between a job card and a work order ticket?

A job card is the standalone single-sheet record the technician carries into the field and signs at the asset. A work order ticket is the digital authorisation issued from a CMMS or maintenance app, which lives on a screen and updates in real time as the work progresses. The same job can exist as both: the work order ticket holds the digital metadata in the system of record, while a printed job card travels with the technician for sites with no signal, customers who expect a signed copy or trades who prefer paper. Most modern field-service businesses run both formats in parallel.

How long should completed job cards be retained?

Completed job cards should be retained for at least five years to cover Australian Consumer Law warranty claims, general business record-keeping requirements under the Income Tax Assessment Act and WHS plant maintenance records under WHS Regulations 2011 Chapter 5. For high-value plant such as cranes, pressure vessels and lifts, retention should match the documented service life of the asset, often seven to ten years or longer. Digital scans of the signed paper cards filed against the asset record in a maintenance management system simplify retention, retrieval and audit response considerably.

Can I bill a customer from a job card?

Yes. A completed job card with parts, labour, travel and customer signature is the standard source document for time and materials invoicing in field-service businesses. Best practice is to include unit prices on the card itself so the customer can see and agree the line items before signing, and to attach a copy of the signed card to the invoice when it is sent. For fixed-price work, the job card still captures the parts and labour for internal cost analysis even though the invoice value is set independently. Disputes are far easier to resolve when the customer signed the card on the day of the visit.

Is this job card template free to use?

Yes. Download and print this job card template free of charge. Open the file in your browser and use Print then Save as PDF, then run pads of fifty or one hundred copies for the field crew. No MapTrack account is required. If you want to issue job cards from a digital schedule, capture signatures on a tablet, and have parts and labour flow straight into invoicing and the asset history, MapTrack can do that. Book a demo to see how the field workflow connects to billing and compliance.

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Free printable job card template (PDF-ready). Hand to the technician, capture parts, labour, findings and sign-off in the field. Download free.

Jarrod Milford

Commercial Director

Updated 18 May 2026

Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Updated 18 May 2026

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What is a job card template?

A job card is a single printable sheet a technician carries into the field to authorise, perform and sign off one specific repair, service or installation. It travels with the tradesperson from the office bench to the asset and back, and once filled in becomes the original signed record of the work. Unlike a digital work-order ticket, a job card is designed to survive a grubby toolbox, a remote site with no signal and a hand-written entry in the rain. Every field on the card is something the technician can fill in while standing next to the machine: asset details, fault as found, diagnostic steps taken, parts fitted with quantities, labour hours, post-repair condition and customer or supervisor signature.\n\nJob cards remain the working format of choice for many field-service businesses, mobile mechanics, electrical contractors, plumbing operators and remote-site maintenance crews. They are simple, durable and require no battery, screen or connectivity. In Australia, completed job cards form part of the plant maintenance records the WHS Regulations 2011 require a PCBU to keep, and a tidy job-card archive is the evidence regulators and insurers ask for after an incident. They also feed time and materials billing, warranty claims under the Australian Consumer Law and the maintenance history that supports asset resale value. The format below is built so a single A4 sheet can be printed in pads, handed to the technician and scanned back into the asset register on return to the office.

Learn more about maintenance and work orders in MapTrack.

Benefits of using this job card template

Field durability: a single A4 sheet works in a toolbox, on a remote site, in poor weather or wherever a tablet or signal cannot.
Technician focus: every field is filled at the asset while the detail is fresh, eliminating the end-of-day memory write-up that creates errors.
Time and materials billing: parts fitted and labour hours are captured next to the customer signature so invoicing reflects what was actually done in the field.
Warranty evidence: completed cards support warranty claims under the Australian Consumer Law by documenting the work performed, parts used and date.
Insurance and regulator records: a tidy job-card archive provides the documented maintenance history that the WHS Regulations 2011 require for plant and structures.
Asset history: the signed card filed against the asset record builds the lifecycle maintenance trail that drives resale value, lease decisions and reliability analysis.
No-connectivity workflow: works without internet, app installs or device charging, so remote teams keep working when telematics or job apps go down.

Benefits of digitising forms in MapTrack

When you move your work orders from paper to MapTrack, you get:

Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
Automatically get alerts when faults are identified.
Link every form digitally as a PDF to the relevant asset, location or person.
Receive a digital PDF copy with every submission to your email.
Ability to share forms digitally.
Build conditional logic (show or hide questions based on answers).
Take pictures or attach photos. Not possible with a paper-based form.
Electronic signatures.
Edit forms later without reprinting.
Restrict permissions (who can view, complete or approve).
Build forms with AI (describe what you need and MapTrack suggests the form).
Trigger work orders automatically when a fault is logged during an inspection.
Track service intervals by hours, kilometres or calendar date in one place.
Attach supplier invoices and parts receipts to each maintenance record.

Book a demo to see how MapTrack handles work orders.

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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”

Steve McAllister

Asset Coordinator, Saunders International

What to include in a job card template

This job card template covers 11 key areas:

Job card header: job card number, date issued, customer or site, contact person, address and phone number.
Asset details: asset ID, type, make, model, serial or rego, current hours or odometer reading and location.
Assigned technician: name, trade qualification, mobile number and time the card was issued from the office.
Reported fault or work requested: written description from the customer or supervisor of what is wrong or what needs doing.
Findings on arrival and diagnostic steps: technician notes of what they actually found, the tests they performed and the root cause identified.
Work performed: a step-by-step description of the corrective actions, replacements and adjustments completed at the asset.
Parts and consumables fitted: part number, description, quantity used, source (van stock, site stores, ordered) and unit price.
Labour hours and travel time: start time, finish time, total on-site hours and any travel time chargeable to the job.
Post-repair test and condition: what was tested after the work, the result, and the status of the asset (returned to service / partial / not fit).
Customer or supervisor signature: print name, signature and date confirming the work was performed and acknowledged on the day.
Follow-up actions and next service: any further work required, parts on order, or the next scheduled service date triggered by this visit.

How to use this job card template

Print and issue the card from the office: complete the header with job number, customer, asset details and assigned technician, then hand the card to the tradesperson together with any drawings, permits and parts allocated for the visit.
Capture findings on arrival at the asset: before touching anything, the technician records the asset condition as found, the symptoms reported by the customer and any safety hazards observed so the starting state is documented if the job later becomes a dispute.
Perform the work and write up each step as you go: as parts are removed, replaced or adjusted, the technician notes each action on the card in plain language, including specific part numbers, torque settings or test values where they matter.
Record parts, labour and travel directly on the card: every part used is logged with description, quantity and source, every labour hour is logged with start and finish time, and any travel time chargeable to the job is captured next to the labour record.
Run the post-repair test and document the outcome: the technician performs the agreed return-to-service test (run-up, pressure test, electrical test, smoke test) and records the result on the card along with the asset status returned to service or not.
Get the customer or supervisor signature in the field: the customer prints, signs and dates the card to confirm the work was performed to their satisfaction, or notes any disputed item before the technician leaves the site.
Return the completed card to the office for filing: the signed card is scanned or photographed into the asset record, the parts and labour are entered into billing, follow-up work is scheduled, and the next service date on the asset register is updated.

In MapTrack, you can schedule and track maintenance digitally. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this work order?

A job card is raised once per visit, per asset, per technician. One card covers one job: a single repair, a single scheduled service, a single installation or a single inspection. If the work crosses multiple days or a different technician picks up the job, a new card is issued and linked to the parent job number. Field service businesses with high job volumes typically print job cards in pads of fifty or one hundred and issue them at the start of each shift along with the scheduled run for the day. There is no fixed calendar frequency; cards are event-driven and only raised when work is required. Operators should retain completed cards for a minimum of five years to cover Australian Consumer Law warranty and WHS plant maintenance record requirements, longer if the asset is high-value plant.

Frequently asked questions

Applicable regulatory standards

This template aligns with the following regulations and standards:

WHS Regulations 2011 Chapter 5 (plant and structures)
Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010)
ISO 55001:2014 (asset management systems)
Income Tax Assessment Act 1997 Section 262A (record-keeping)

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