Example · Smart Hands & Remote Hands
Sample work order and closeout report
An example of the written scope and the closeout report that bracket every job, so you know what to expect and what to ask for.
Free to use and share. Last reviewed October 2026.
Quick answer
What goes in a request?
A remote hands work order should state the site and cabinet, the task steps in order, what must not be touched with a stop condition and rollback, the access arrangements, the time window and the proof to send back. This page shows a sample work order and closeout report. Every value in it is invented.
COPY AND USE
Example closeout report
This is an example. All names, labels and times are invented and do not describe a real job.
CLOSEOUT REPORT (EXAMPLE ONLY, NOT A REAL JOB) Reference: EXAMPLE-0001 Work order: approved by the requester before dispatch Site: Example Colocation, Suite 4, Cabinet B12 Task: replace one failed drive in server EX-DB-02 and confirm the array rebuilds Date and window: 14 March, 09:00 to 11:00 local time STEPS 1. Check in at reception with the registered name. Done, 09:05. 2. Photograph the front label of EX-DB-02 and the failed drive bay. Done, 09:12. Photos 1 and 2 attached. 3. Remove the failed drive from bay 3 and insert the replacement. Done, 09:20. 4. Confirm the drive light shows rebuilding. Done, 09:24. Photo 3 attached. 5. Photograph the front of the cabinet after the work. Done, 09:30. Photo 4 attached. TEST RESULT Drive light: rebuilding, as expected. The requester confirmed the array status remotely at 09:40. DIFFERENCES FROM THE PLAN None. The failed drive was returned in the packaging supplied. FOLLOW-UP RECOMMENDATION The requester may want to check the array again after the rebuild finishes. SIGN-OFF Confirmed by the requester by message at 09:45.
STEP BY STEP
How to fill it in well.
PART 01
What a work order should contain
The work order is agreed in writing before anyone is booked. It is the document you approve.
- The site, the floor or room, and the cabinet or device the work applies to.
- The task, in order, one action per line, with what the engineer should see when each step is done.
- What must not be touched, the stop condition and the rollback.
- Access: who registers the engineer, who escorts, and where parts are delivered.
- The date and the time window, and who can approve a change to either.
- The evidence you want back, such as photos of labels before and after.
PART 02
What a closeout report should contain
The closeout report is the record you keep. It should let someone who was not there understand what happened.
- Each step from the work order, marked done, not done or changed, with the time.
- Photos before and after, with the device label visible.
- Test results where a test applies, for example a link light, a ping or a boot check.
- Anything that differed from the plan, and what was decided on site.
- Follow-up recommendations, if any, kept separate from the work that was done.
- Who signed off the work and when.
PART 03
How to use the example below
- Every value in the example is invented. There is no real client, site or device in it.
- Copy the structure, not the content. Replace every field with your own details.
- Ask any provider, including us, for a sample of their own closeout report before you buy.
This is general guidance. Always follow the rules of the facility and your own change process, which take priority over anything here.
Sources and further reading
QUESTIONS
Common questions.
What is a work order in IT field services?
What should a closeout report include?
Is the example a real job?
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