Watch Repair Job Card Format: What to Write Before You Open the Case
A watch counter takes in dozens of small jobs a day and a few long ones. One slip format has to cover a two-minute battery change and a three-week movement service without either getting lost.
In short: what goes on it
A watch repair job card should record the job number and dates; the customer's name and WhatsApp number; the watch's brand, model, type (analog, digital, smart, clock) and serial or case-back number; the reported problem; the condition of the glass, case, crown and strap at intake; what was handed over (box, warranty card, spare strap, smart-watch charger); the estimate and advance; and terms for water resistance, uncollected watches and warranty on the work.
Why a watch needs its own job card
A watch is small, valuable and easy to mix up with the next one in the tray. The slip has to protect both sides:
- For the customer: proof of which watch they left — brand, model and serial number — and what it looked like when it came in.
- For the repairer: a record of scratches, a cracked glass or a loose crown that were already there, and of what the customer approved before the case was opened.
Format blueprint
The 6 sections of a watch repair job card
- 1
Job number and dates
- Job card number (e.g. #W-2026-0412)
- Received on and promised by
- Shop name, address, GSTIN and phone
- 2
Customer
- Name
- WhatsApp number for the “ready” message
- Alternate number
- 3
The watch
- Type: analog, digital, smart watch, wall, table or alarm clock
- Brand and model
- Serial or case-back number — the watch's identity on a repeat visit
- Strap or bracelet type and colour
- 4
Problem and condition
- Reported problem: not working, battery, time not keeping, broken glass, crown, strap, water damage
- Glass, case and bezel scratches
- Crown and buttons — present, loose, missing
- Photo of the dial and case back
- 5
Handed over
- Original box
- Warranty card and purchase bill
- Spare strap or links removed
- Charger (smart watch)
- 6
Estimate, advance and terms
- Labour (battery, strap, glass, servicing) and parts, estimated
- Advance taken and balance due
- Water resistance not guaranteed after the case is opened unless tested
- Watches not collected within 60 days at the owner's risk
Three things a phone job card does not ask
- Serial or case-back number, not IMEI: a watch has no IMEI. The case-back number is what tells two identical watches apart in the tray and on a repeat visit.
- Water resistance: opening the case breaks the seal. Write down whether a water-resistance test was done, or the customer will assume it is as it was.
- Removed links: a link adjustment leaves spare links. List them on the slip and hand them back, or they become a dispute months later.
Doing it in software
In Kiwikit the job card for a watch asks for the serial number instead of an IMEI, takes intake photos and ticks what was handed over, and the labour items for battery, strap, glass, servicing and water-resistance test are ready. See Kiwikit Watch Repair Software.
Frequently asked questions
Does a quick battery change need a job card?
If the watch leaves the customer's hand, yes. Most disputes at a watch counter are about a scratch or a strap after a “two-minute” job. A job card with a photo takes less time than the argument.
Where is the serial number on a watch?
Usually engraved on the case back, sometimes between the lugs. If a watch has none, write the brand, model and a distinguishing mark, and take a photo.
Should the slip mention water resistance?
Yes. Opening the case breaks the seal; note whether a water-resistance test was done after the work. Without it, the customer will assume the watch is as water resistant as before.
Can the same format be used for clocks?
Yes, with the type set to wall, table or alarm clock. Clocks rarely have serial numbers, so the brand, model and a photo carry more weight.
Read next
Formats for other trades: Spectacle Order & Repair Slip 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 Watch Repair Software
Serial number job cards, intake photos, WhatsApp “ready” messages and stock of cells and straps.
- 3 days free trial
- Unlimited job cards
- No credit card required