A hot tub service record brings the useful details about your spa into one place. Instead of searching through old messages when you have a question, you can find the model, purchase information, previous work and outstanding follow-up notes together.

The record below is an organising tool. It does not replace your model’s instructions, a technician’s assessment or the documents supplied with your purchase. It also does not establish that a fault is covered by a warranty.

Start with a short equipment record

Create one note or folder for the hot tub. Put its identifying details at the top and keep copies of the relevant documents alongside it.

• Make and model:
• Serial number, if available:
• Purchase and installation dates:
• Retailer and purchase reference:
• Owner’s manual and version:
• Warranty documents supplied with the purchase:
• Previous service reports and invoices:

Use the information on your own paperwork. If you cannot identify the model or find its instructions, ask the retailer for help rather than choosing a manual because the photographs look similar. Do not open an equipment compartment solely to complete this record.

The Hot Tubs of London ownership page provides links to ownership information. Check that any document you use applies to your particular model.

Make a separate entry for each service visit

Keeping entries in date order helps you distinguish work that was completed from work that was only discussed. Copy these fields for each visit:

• Date of visit:
• Reason for the visit:
• Company or technician:
• Report or invoice reference:
• Work recorded as completed:
• Parts recorded as fitted or replaced:
• Written advice received:
• Outstanding work or questions:
• Agreed next action and who will arrange it:

Copy the description from the service report where possible. If you are unsure what an entry means, ask for clarification. A suggested replacement, quotation or future appointment should not be recorded as completed work.

Avoid putting a fixed servicing interval into your record from a general article. Use the instructions for your equipment and the advice agreed with the appropriate service provider.

When something changes, describe what you observed

If you need help between visits, a short factual note is more useful than guessing which component has failed. Record when you first noticed the issue and what you could see or hear during normal use.

You could include:

• the date and approximate time
• the exact wording of a displayed message
• whether it happened once or has happened again
• any recent service visit or change you already know about
• the advice you have received and whether further action is outstanding

Keep observations separate from explanations. For example, record an exact display message rather than calling it a pump failure without an assessment. Do not reproduce a fault, remove panels, change electrical settings or carry out a repair to make a more detailed report. Follow the model’s safety instructions and seek appropriate help.

Keep photographs useful and private

Where a photograph can be taken safely, it may help show an accessible display or visible issue. Keep the original image with the dated note so you can find it later.

Before sharing it, check the background for people, house numbers, payment details or other information the recipient does not need. Send purchase documents through the route agreed with the service provider, and include only the relevant pages or details. Do not publish serial numbers, invoices or personal contact information in a public review or social-media comment.

Finish with a clear follow-up note

After speaking to the service provider, record the agreed next step. Useful fields are the reference number, information requested, any quotation still awaiting your decision, and the person responsible for arranging the next contact.

If work has been completed, attach the final report and mark the entry accordingly. If the problem remains unresolved, keep that visible. Do not mark an issue resolved simply because a message was sent or an appointment was requested.

Keep warranty correspondence with the terms supplied for your purchase. A record can organise the evidence, but it does not change those terms or confirm whether a particular claim will be accepted.

Ask about servicing for your hot tub

The Hot Tubs of London services page is the starting point for service enquiries. When you contact the team, explain your model, the reason for contacting them and whether you have previous service paperwork available.

Ask the team to confirm the suitable next step, what information they need and any charges before agreeing to work. Keep their response with your record so you have one place to return to.