Forms & Documents
Quick Reference
Every form exists because missing paperwork has caused a real problem — a denied workers' comp claim, a lost client, an OSHA citation. Know which form to use, fill it out completely, and submit it on time.
Daily Operations Forms
Five forms run every workday. The Daily Timesheet records start/end times, breaks, and job site locations — due Sunday by 11:59 PM. The Vehicle Pre-Trip Inspection Report documents truck and trailer condition before leaving the yard each morning. The Daily Work Log captures services performed at each property, materials used, and any issues. The Equipment Usage Log tracks hours on mowers, trimmers, and blowers so maintenance gets scheduled on time. The Fuel and Supply Receipt Log collects receipts for all fuel card purchases and material pickups.
Incident & Safety Forms
Complete these the moment an incident happens — not at end of day, not tomorrow. The Incident Report Form covers any injury, near miss, or property damage and is due within 24 hours with photos, witness names, and a detailed description. The Property Damage Report documents client property damage with photos, estimated repair cost, and client contact info. Workers' Compensation First Report of Injury is required for any injury needing medical treatment and must be co-signed by your supervisor. The Hazard Identification Report is used when you spot an unsafe condition at a job site or in the shop — it triggers a formal safety review. The Safety Training Acknowledgment is signed after every training module or toolbox talk. The Chemical Exposure Report documents any unintended chemical contact and must include the relevant SDS.
HR & Administrative Forms
The Time-Off Request Form goes in at least two weeks before a planned absence; emergency requests require direct supervisor notification. Direct Deposit Authorization sets up or changes your bank info for payroll — contact the owner. Update your Emergency Contact Form whenever your information changes; it is reviewed annually. Expense Reimbursement Forms require original receipts within 30 days and supervisor approval. Complete the Performance Review Self-Assessment before your scheduled evaluation meeting. Training Completion Certificates are issued after required training — file one copy with HR and keep one for yourself.
Client-Facing Documents
The Service Agreement / Work Order defines scope, pricing, and schedule for each property. The Property Condition Report documents pre-existing damage before starting on a new account — photograph everything. The Client Communication Log records all interactions, requests, complaints, and resolutions with dates and details. Service Completion Notices are left at the property after each visit with the date, services performed, and next scheduled service. Change Order Forms document additions or modifications to the original agreement and require the client's signature. Client Satisfaction Surveys go out periodically to collect feedback on service quality.