fixverso

Repair intake form: what it should include

Updated 9 October 2026 · 2 min read

The intake form (or repair ticket) is the document the customer signs when leaving a device with you. Done well, it protects you from disputes about scratches, missing accessories and prices, and makes hand-back quick. Here is what it must include, for any kind of device.

Customer details

  • Full name (or company name, with VAT number if an invoice is needed).
  • At least one contact: mobile for WhatsApp or text messages, email for written updates.
  • Consent to process their data for the repair, separate from any consent for marketing.

Device details

  • Type, brand and model.
  • Serial number, and the IMEI for phones: it identifies the device beyond doubt.
  • Colour and distinguishing marks.
  • Accessories handed over: cables, charger, case, SIM or memory card, baskets, filters.

Fault and condition on arrival

Write the fault in the customer's words and, if you can, a first check made at the counter (powers on, charges, screen intact). Describe the cosmetic condition: scratches, cracks, dents, missing screws, signs of liquid or previous opening. One or two photos say more than many words.

Access and personal data

For phones, tablets and computers note how it unlocks, or that the customer does not leave the code and accepts that some tests cannot be done. Remind the customer to back up: the repair may require a reset.

Price, timing and terms

  • Agreed price or maximum spend authorised without a new quote.
  • Diagnosis fee if the quote is refused.
  • Expected completion date.
  • Deposit paid.
  • Days of free storage and what happens to uncollected devices.
  • Repair warranty and what it covers.

Number, receipt and signature

Every check-in has a unique number, printed on the receipt the customer takes away. A QR code or link on the receipt lets them follow the repair without calling. The form ends with the customer's signature, on paper or on screen.

One tip

Always use the same form, for every device: whoever is at the counter should not have to remember what to ask, only fill in the fields. Repair shop software with the form built in also saves you writing the same details again on the ticket, the quote and the receipt.