Work order form. A printable work order — what was reported, what was actually found, what was done, what it needs next and the sign-off that closes it.

The gap between what was reported and what was found is the most useful information a facilities team collects, and most work order forms have one field where there should be two. 'Radiator cold' is a report; 'system pressure low, leak on third floor riser' is a finding, and only the second one tells you there is a bigger problem.

Follow-on work is the field that stops a reactive team running in circles. An engineer who makes something work today and notices it will fail again in a month has information nobody will ever have again, and a form with nowhere to put it loses it every single time.

The sign-off is deliberately not the person who did the work. Self-certified completion is how a job gets closed because the engineer left site, rather than because the problem was fixed, and the difference shows up as the same work order raised again a fortnight later.

Response targets are a field, not a printed table. They come from your own contracts and service levels, they differ by building and by priority, and a printed target on a free form becomes the target everybody is measured against whether or not anybody agreed it.