Spectacle Order & Repair Slip Format for Optical Shops
An optical shop's counter slip does two jobs: it is the order for a new pair and the receipt for one left for repair. Get it right and “is my pair ready?” has an answer without opening the drawer.
In short: what goes on it
A spectacle order or repair slip should record the slip number and promised date; the customer's name and WhatsApp number; for an order, the frame (brand, model, colour, size) and lens type (single vision, bifocal, progressive, coating) with a reference to the prescription; for a repair, the problem (broken frame, loose screw, nose pad, temple, alignment, scratched lens); what the customer left (old spectacles, case, prescription slip); the amount, advance and balance; and terms for fitting time and uncollected pairs.
Why every pair needs a slip
A pair on the fitting bench looks like every other pair. The slip keeps it tied to its owner:
- For the customer: proof of what was ordered — frame, lens type and price — and of the old pair or prescription they left with the shop.
- For the shop: the exact frame and lens to fit, the promised date, and the advance already taken, so the balance is right at delivery.
Format blueprint
The 6 sections of a spectacle slip
- 1
Slip number and dates
- Slip number (e.g. #OPT-2026-0218)
- Ordered or received on, and promised by
- Shop name, address, GSTIN and phone
- 2
Customer
- Name
- WhatsApp number for the “ready” message
- Age, if the lens choice depends on it
- 3
Order: frame and lens
- Frame brand, model, colour and size
- Lens type: single vision, bifocal, progressive
- Coating or tint: anti-glare, blue cut, photochromic
- Prescription reference — the eye-test report or the doctor's slip it was made from
- 4
Repair: problem
- Broken frame, loose frame or missing screw
- Nose pad, temple or arm
- Alignment or adjustment
- Scratched or loose lens, lens power change
- 5
Left with the shop
- Existing spectacles
- Case
- Prescription slip or previous eye-test report
- Purchase bill, for warranty
- 6
Amount and terms
- Frame, lenses and fitting charges
- Advance taken and balance due
- Fitting time for special lenses (progressive, high power)
- Pairs not collected within 90 days at the owner's risk
Three lines most optical slips forget
- Where the prescription came from: write whose eye test the lenses were made from and its date. When a customer says “the power is wrong”, this is the first question.
- The old pair: customers often leave their current spectacles for reference. If the slip does not say so, nobody remembers to give them back.
- Lenses as a pair: spectacle lenses are made and sold as a pair. Price them as one line, not two, so the bill and the stock agree.
Doing it in software
In Kiwikit every pair left at the counter gets a job card with the frame brand and colour, what the customer left and a promised date, and lenses are sold by the pair. Kiwikit does not store eye-power readings as separate fields — keep the prescription slip noted on the job card and write the values in its remarks if you want them on record. See Kiwikit Optical Shop Software.
Frequently asked questions
Should the slip carry the full prescription?
A paper slip can. At the very least, record which eye-test report the lenses were made from and its date, so a complaint about power can be checked against it.
Does a small repair like a screw need a slip?
If the customer leaves the pair, yes — even for an hour. A tray of spectacles with no slips is how two similar frames end up with the wrong owners.
How long should a shop keep uncollected spectacles?
State it on the slip. Many shops use 60 to 90 days; whatever you choose, printing it is what makes it enforceable without an argument.
Can the same slip be used for contact lenses?
For an order, yes — record the brand, type (daily, monthly, coloured) and power reference. Contact lenses rarely come in for repair.
Read next
Formats for other trades: Watch Repair Job Card Format, TV Repair Job Sheet Format (LED & Smart TV), Printer Repair & Cartridge Refill Register Format, Inverter Battery Warranty Register Format, the laptop job sheet and the mobile job card.
Try Kiwikit Optical Shop Software
Frame and lens stock, a job card for every pair on the fitting bench, and WhatsApp “ready” messages.
- 3 days free trial
- Unlimited job cards
- No credit card required