Mileage allowance for tradesmen: what you can claim for your van
The flat rate per mile for your van, the actual costs option, what counts as a business journey, and a log to copy.
· 5 min read
PAPERWORK, WITHOUT THE PAPERWORK
Free printable job sheets
Print a blank job sheet, site survey or handover sign-off, or fill one on your phone.
Your sheets stay on your device. We never see them. No sign-up.
01 / READY FOR SITE
Job sheet
Keep a daily record of the work, materials and hours on site.
Use it to confirm extra work and get both signatures before you leave.
Job sheet
Business
Job details
Job number
Date
Customer name
Phone
Job address
Work record
Work done
| Item | Quantity |
|---|---|
| Date | Who | Hours |
|---|---|---|
Total hours:
Extra work agreed
Notes
Signatures
Customer signature
Print name:
Date:
Trade signature
Print name:
Date:
Download blank PDF 2.4 KB · 1 page · A4
Fill on your phone
Saved as you type in this browser. Keep a PDF copy of important records. Sharing sends a copy only to the person or app you choose.
02 / READY FOR SITE
Site survey
Record room sizes, subfloor condition and access before you price the job.
Room areas and the total are worked out as you fill in the sheet.
Site survey
Business
Survey details
Customer name
Phone
Address
Survey date
Surveyed by
Rooms and subfloor
| Room | Length (m) | Width (m) | Area (m²) |
|---|---|---|---|
Total area (m²):
Subfloor type
Underfloor heating
Yes / No
Subfloor condition
Access and preparation
Doors and thresholds
Access and stairs
Parking
Furniture to move
Yes / No
Photos taken
Yes / No
Notes
Download blank PDF 2.4 KB · 1 page · A4
Fill on your phone
Saved as you type in this browser. Keep a PDF copy of important records. Sharing sends a copy only to the person or app you choose.
03 / READY FOR SITE
Handover sign-off
Use this when the job is finished and the customer has checked the work.
Record care advice, any agreed snags and the balance due, then sign together.
Handover sign-off
Business
Job details
Job number
Date
Customer name
Job address
Completed work
Work done
☐ Customer has checked the work
☐ Care advice given
☐ Site left clean and tidy
☐ Waste removed
| Item | Who fixes it | By when |
|---|---|---|
Balance due
Signatures
Customer signature
Print name:
Date:
Trade signature
Print name:
Date:
Download blank PDF 2.4 KB · 1 page · A4
Fill on your phone
Saved as you type in this browser. Keep a PDF copy of important records. Sharing sends a copy only to the person or app you choose.
Why job sheets save arguments and money
A job sheet keeps a clear record of what happened on site. It puts the work, materials, hours and changes in one place. You do not have to piece the day together from memory when you make the bill.
It also gives you and the customer something to look back at. A short note about an agreed change can stop a small mix-up becoming an argument. Write it while the details are fresh. Use plain words that both sides understand.
A sheet supports your quote and other records. It does not replace your agreed terms. For questions about payment or responsibility, check your contract.
What to put on a job sheet
Start with the job number, date, customer name and site address. Describe the work done, not just the trade or room. List materials and quantities. Record who was on site and their hours so you can check your labour costs.
Write down extra work and how it was agreed. Include useful notes about access, delays or anything left to finish. Leave space for names, dates and signatures. Keep the sheet with the quote, photos and final bill so the job record makes sense as a whole.
Which sheet to use when
Pick the sheet for the stage of the job. Use more than one when you need a fuller record.
- Job sheet: record the work, materials and time on site as the job moves along.
- Site survey: note room sizes, subfloor condition and access before you price the work.
- Handover sign-off: record the finished work, checks and agreed outstanding items with the customer.
- Snagging list: give each unfinished or incorrect item a named person and an agreed due date.
- Moisture log: keep subfloor test readings, the limit used and the results together.
How long to keep them
HMRC says self-employed people must keep business records for at least 5 years after the 31 January deadline of that tax year. Keep job sheets that form part of those records with the rest of your business paperwork.
Save a PDF copy somewhere you can find it again. Work saved in a browser is not your only backup. Use a clear job number or customer name in your filing system.
Frequently asked questions
What is a job sheet?
A job sheet is a record of work carried out on a job. It brings the job details, materials, time and notes together.
What should a job sheet include?
Include the date, customer, address and work done. Add materials, hours, agreed changes and any useful notes.
Do I need the customer to sign it?
A signature helps record what you both checked or agreed. Whether one is required depends on your arrangements, so check your contract.
Can I fill a job sheet in on my phone?
Yes, open Fill on your phone and enter your details. Save a PDF copy before you leave the job.
Are these job sheets free?
Yes, all five sheets are free to print or fill in. There is no sign-up, and your entries stay on your device.
Last checked: 11 November 2026