Job Packet Template for Countertop Fabrication Shops
What Is a Job Packet?
A job packet is the complete set of documents that follows a countertop project from sale through installation. It contains everything the shop needs to template, fabricate, and install the job correctly: customer details, material specs, template drawings, approval signatures, and installation notes. A complete job packet is the single best defense against remakes, miscommunication, and customer disputes. Shops using standardized job packets report 40-50% fewer errors than shops relying on loose paperwork or verbal instructions.
TL;DR: Job Packet Must-Haves
- One packet per job, created at sale, completed at installation
- Contains all information needed for every stage of the project
- Reduces fabrication errors by 40-50% compared to informal documentation
- Every person who touches the job reads the packet before starting their work
- Digital packets sync across shop, field, and office in real time
- Archive packets for 2+ years for warranty claims and dispute resolution
- Takes 10-15 minutes to assemble at the start of each job
Complete Job Packet Contents
Cover Sheet
JOB PACKET
Job #: ________________
Customer Name: ________________
Project Address: ________________
Material: ________________ Color: ________________
Sales Rep: ________________
Date Sold: ________________
Target Install Date: ________________
Priority: [ ] Standard [ ] Rush [ ] Builder Program
Section 1: Customer Information
- Customer name and phone (primary and secondary)
- Customer email
- Project address (full, including unit/apt if applicable)
- Billing address (if different)
- General contractor name and phone (if applicable)
- Site access instructions (gate codes, lockbox, building access)
- Preferred communication method
- Special instructions or customer notes
Section 2: Sales Documents
- Signed customer agreement/contract
- Approved quote with all line items
- Deposit receipt/payment confirmation
- Change order forms (if any modifications after initial sale)
- Material selection documentation (slab photos, lot numbers)
- Edge profile selection with visual reference
- Sink/faucet/cooktop specifications and cutout dimensions
Section 3: Template Documents
- Template appointment date and time
- Pre-template inspection results (if conducted separately)
- Digital template file (DXF or equivalent)
- Template field notes and measurements
- Photos from template visit
- Seam locations marked and noted
- Overhang dimensions at each measurement point
- Any site conditions affecting fabrication (out-of-square corners, unlevel cabinets)
- Template verification checklist (completed)
Section 4: Fabrication Documents
- CNC program reference or file name
- Cut list with all piece dimensions and labels
- Slab assignment (which slab, remaining material tracking)
- Nesting layout showing piece placement on slab
- Edge profile specifications per piece
- Cutout dimensions and positions
- Special fabrication notes (book-matching, grain direction, mitered edges)
- Quality check sign-off after fabrication
- Photos of completed fabricated pieces
Section 5: Installation Documents
- Installation date and time
- Assigned install crew
- Piece loading order (reverse of installation sequence)
- Hardware and supplies checklist
- Installation notes from templater or project manager
- Any required support brackets or structural modifications
- Plumbing scope (who disconnects/reconnects)
- Old countertop removal scope
- Customer balance due and payment method confirmed
Section 6: Completion Documents
- Post-installation checklist (completed by installer)
- Installation photos (every section, seams, sink)
- Customer sign-off form (signed and dated)
- Final payment receipt
- Warranty card provided to customer
- Care and maintenance sheet provided to customer
- Any punch list items noted for follow-up
- Online review requested
How to Implement Job Packets
Step 1: Create the Packet at Sale
The salesperson or office coordinator creates the job packet when the customer signs the contract. Sections 1-2 are completed at this stage. This is also when the slab is reserved and the material allocation documented.
Step 2: Template Adds Their Information
After the template visit, the templater adds Section 3 documents. The template verification checklist is completed by the shop before the job moves to fabrication.
Step 3: Fabrication References and Completes Section 4
The CNC programmer and shop manager reference Sections 1-3 before programming the job. They complete Section 4 as fabrication progresses, ending with a quality check sign-off.
Step 4: Installers Carry the Packet to the Site
The install crew receives the complete packet and reviews it during their pre-installation briefing. They complete Section 5 and begin Section 6 during installation. The customer sign-off is the last document added.
Step 5: Archive
After installation, the packet is filed (physically or digitally) and retained for the warranty period plus one year. A typical retention period is 2-3 years.
Digital vs. Physical Job Packets
| Feature | Physical Packet | Digital Packet |
|---|---|---|
| Cost | $2-$5 per packet (printing) | Software subscription |
| Accessibility | Only one person has it at a time | Everyone sees it simultaneously |
| Loss risk | High (paper gets lost, wet, damaged) | Low (cloud-backed) |
| Search | Manual (flip through files) | Instant keyword search |
| Photo integration | Stapled or paper-clipped | Embedded and organized |
| Real-time updates | Not possible | Instant |
| Storage space | Filing cabinets | Cloud storage |
Digital packets are superior in nearly every way, but any packet -- physical or digital -- is better than no packet. If your shop is not ready for software, start with a printed folder system.
Common Information Gaps That Cause Problems
| Missing Information | Consequence | Frequency |
|---|---|---|
| Sink cutout specs | Wrong cutout size, remake needed | 15-20% of errors |
| Edge profile confirmation | Wrong edge fabricated | 10-15% of errors |
| Site access instructions | Crew cannot access property | 5-8% of installs |
| Overhang dimensions | Wrong depth, does not fit | 12-18% of errors |
| Customer contact number | Cannot confirm appointments | 3-5% of jobs |
| Payment balance due | Awkward conversation at install | 10-15% of jobs |
FAQ
How long does it take to assemble a job packet? Initial packet creation takes 10-15 minutes at the sale stage. Each subsequent phase (template, fabrication, installation) adds 5-10 minutes of documentation. Total time investment: 30-45 minutes over the life of the project.
Should every job get a packet, even small ones? Yes. A bathroom vanity with "simple" specs still needs material, cutout, and edge information documented. Small jobs with no documentation have the same error rate as large undocumented jobs.
Who is responsible for the job packet? The project coordinator or office manager owns the packet as a whole. Each person who works on the job (templater, fabricator, installer) is responsible for completing their section accurately.
What if information changes mid-project? Use a change order form. Attach it to the packet and ensure all affected parties see the update. Never cross out and overwrite existing information -- add the change as a new document so the history is clear.
How long should we keep completed job packets? Minimum 2 years (warranty coverage period). Many shops keep packets for 3-5 years to cover potential disputes. Digital storage makes indefinite retention practical.
Can job packets be fully automated? Partially. Software can auto-populate customer information, generate cut lists from templates, and create installation schedules. But field notes, quality checks, and customer sign-offs still require human input.
What is the most commonly missing item in job packets? Appliance specifications -- specifically sink and cooktop cutout dimensions. Templaters and salespeople often assume this information will follow, but it does not arrive before fabrication begins in 15-20% of jobs.
Should installers bring a physical copy of the packet to the job site? If using digital packets, a tablet with the full job file is ideal. If physical, bring a copy (not the original). Originals get damaged on job sites. The critical documents for the installer are the approved layout, installation notes, and customer contact information.
Track Every Job from Sale to Sign-Off
SlabWise creates a digital job file for every project, accessible to your entire team in real time. Templates, approvals, photos, and customer communications are all in one place -- no more lost paperwork. Start your 14-day free trial at slabwise.com.
Sources
- Natural Stone Institute -- Fabrication documentation standards
- ISFA -- Production management best practices
- Stone World Magazine -- Shop management surveys
- Countertop Fabricators Alliance -- Operational efficiency data
- National Kitchen & Bath Association -- Project management guidelines
- Lean Manufacturing Institute -- Production documentation frameworks