Computer Repair Job Card Checklist for Nepali Shops

A good repair job card records who handed in the device, what was wrong, what was done, what it cost and who collected it. If you capture those five things every time, most disputes disappear. This checklist covers a typical computer and laptop repair counter in Nepal and shows where the usual mistakes happen.

Intake: the first five minutes decide the job

Most arguments begin at the counter. Record everything while the customer is present.

1. Customer details: name, phone number and, for offices, the contact person.
2. Device details: brand, model and serial number. Check whether it was bought from your shop, because then warranty may apply.
3. Fault in the customer's words: write exactly what they say, such as "does not turn on after load-shedding".
4. Accessories handed in: charger, bag, battery. Note them or you will be asked about a missing charger later.
5. Physical condition: scratches, cracks, missing screws. A quick photo on the phone helps.
6. Passwords and data: agree whether you may access the device. Tell the customer to back up important data, because repairs can risk it.
7. Estimated charge and time: say it is an estimate until diagnosis is complete.

Diagnosis and approval

Before replacing anything costly, tell the customer the finding and the price, and wait for approval. Record who approved, when and how, whether in person, by phone or on WhatsApp. This protects you if they later say the charge was a surprise.

If the customer declines the repair, record that and any diagnostic fee you agreed at intake. Return the device with its accessories and get a signature.

Parts and labour

• Record every part used with its cost and selling price, taken from stock so inventory stays correct.
• Record labour as a separate line.
• For parts under distributor warranty, such as a replaced SSD, note the new serial.
• Keep replaced parts for the customer if they ask, or note that they were discarded.

When parts come from stock, the job card and stock record agree, and profit per job can be seen at month end.

A simple status scheme

Status	Meaning	Customer message
Received	Logged at counter	Job number and slip given
Diagnosing	With technician	None needed
Awaiting approval	Quote given	Ask for yes or no
Awaiting parts	Part ordered	Expected delay, as an estimate
Ready	Repair complete	Please collect, bring slip
Delivered	Paid and collected	Thank you, warranty on repair noted

Keep the list short. Ten statuses nobody understands are worse than six everyone uses.

Delivery checklist

1. Match the job number and the slip.
2. Check the customer name or authorisation if someone else collects.
3. Return all accessories listed at intake.
4. Let the customer test the device at the counter.
5. Issue a bill. For taxable service, apply the correct VAT treatment; ask your accountant if unsure.
6. State the warranty on the repair, such as for the replaced part or the work done.

Common mistakes

• Recording the fault as "not working", which helps nobody.
• Not noting the accessories handed in.
• Starting an expensive repair before approval.
• Leaving finished devices unannounced for weeks. Send a message when ready and note a storage policy.
• Not recording who took the device. Without a signature or message trail, a dispute has no answer.
• Treating warranty repairs for your own customers as separate from the sale record, so nobody sees the full history.

Data, privacy and unclaimed devices

People hand over laptops full of personal files. Treat that seriously. Tell customers you do not browse their data, restrict who in your team may open a device and avoid keeping copies. If a diagnosis needs a login, ask the customer to be present or to set a temporary password they change later.

Unclaimed devices are another counter problem. Decide a policy such as sending reminders at set intervals and stating on the slip that devices left beyond a certain number of days may be subject to storage terms. Check what is reasonable and lawful with a legal adviser before you print it. Messages sent by WhatsApp or SMS at each interval give you a record that you tried.

Also record technician names. When two people touch a device, you want to know who fitted which part. It helps training, and it settles who to ask when a repair comes back.

Doing it in software

Software can generate the job number, print the slip, take parts from stock and send a ready message. In WebsNP Computer Sales Software, the repair job sits next to the sale and serial history, so a technician sees what was sold and earlier repairs. If your shop is mainly a service workshop for vehicles rather than computers, look at garage and workshop software. For follow-up messages, see bulk SMS and WhatsApp software; gateway setup is configured per client.

Next step

Print this checklist and compare it with your current slip. Add whatever is missing. When you are ready to move it into software, message WebsNP on WhatsApp at +977 9846280400 and we will show a job card flow in a demo.

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