Repairs and specialist services: Enquiry form for watchmakers
An enquiry form for watchmakers that records the reference number, reported issue and photos of case and dial before the watch arrives, so the assessment can start with a clear focus.
What makes an enquiry complete for watchmakers.
Watchmakers often receive a watch with a short note: not running properly. Whether it gains or loses, stops only at night or started faltering after a knock is not written down anywhere. The reference and serial number are on the case or in papers left at home. Scratches on the case or a chipped crystal go unrecorded, which leads to arguments at collection about what was already there. And when a watch comes in through a jeweller, the owner's original complaint has often been half lost along the way. The watchmaker then starts the assessment by guessing.
Enquiry form for watchmakers
Example- 1
Describe watch and issue
DoneThe customer enters brand, reference and the issue, chosen from recognisable situations such as gaining time, stopping, moisture under the crystal or a stiff crown.
- 2
Check photos and details
In progressThe form asks for photos of the dial, case, caseback and any damage.
- 3
Open the movement file
NextThe request becomes a movement file with reference, issue and photos.
From form to assessed enquiry.
Describe watch and issue
The customer enters brand, reference and the issue, chosen from recognisable situations such as gaining time, stopping, moisture under the crystal or a stiff crown. A field asks when the watch was last serviced, if they know. They can also say whether they have the papers or the original box.
Check photos and details
The form asks for photos of the dial, case, caseback and any damage. These later serve as intake photos. If the reference cannot be read or a caseback photo is missing, the customer gets a specific prompt. A request sent by a jeweller carries the owner's complaint word for word.
Open the movement file
The request becomes a movement file with reference, issue and photos. The watchmaker sees whether it is a quartz watch with a likely battery problem or a mechanical movement that needs assessment. They suggest a drop-off time or explain that the watch can be sent by insured post, if you offer that.
Enquiries in one place, not the inbox.
Watchmakers often work with a repair ledger, numbered envelopes or bags per watch and a till system. The form adds to that: the file number goes on the bag, so watch and details always stay together. Customer details live in the till system or customer list. Jewellers who send work can use the form on behalf of their customer, while their own till and customer records stay with them.
Online request or at the counter
Many customers simply walk in with their watch. The form then becomes a tool for whoever is at the counter, running through the same questions and taking the photos. Online requests suit people who want to know whether you handle their brand before they come in. Both routes produce the same file, so the bench never has to care which door the watch came through.
Customer photos or workshop intake photos
Photos from the customer give a first impression but are not always sharp enough to record scratches or a damaged screw. Many watchmakers take their own fixed set of photos under good light at intake. The customer's photos serve as preparation, the workshop's as the record that counts if anything is disputed later.
Accept straight away or assess first
A battery change or new strap can be accepted on the spot. For a brand or calibre you rarely see, it is wiser to check first whether parts can be obtained. The form can indicate per brand or type whether a request is reviewed first, so nobody hands over a watch that ends up sitting in a drawer for lack of parts.
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Read the storyWhich questions the form asks.
Ready at the start: the form with brand, reference, issue, photos and service history, which creates a movement file with a number for the bag. Existing customers from the till system or customer list are brought over. Together we go through a simple quartz request, and an automatic watch that arrives through a jeweller. A counter version with fixed intake photos and registering several watches from one collection at once can be switched on later.
View pricingHosting and careGood to know.
Explore pricing and optionsWhat if the customer cannot find the reference number?
The form shows where it usually sits, such as between the lugs or on the caseback. If that fails, a photo of the caseback and sides is enough. The watchmaker adds the reference at intake so the file is still complete.
Can jewellers register watches on behalf of their customers?
Yes. A jeweller gets their own access and registers the watch with the owner's complaint. The file is in the jeweller's name with a reference to their customer. The customer relationship stays with the jeweller while the workshop still has all the information it needs.
Are intake photos shown to the customer?
If you want them to be. A customer who is unsure about a scratch at collection can look at the intake photos. That settles the question without anyone having to defend themselves. Internal photos of the open movement can be kept separate.
Can the form warn about moisture under the crystal?
Yes. If the customer selects moisture or condensation, they immediately get advice not to open or wind the watch and to bring it in as soon as possible. The request is flagged as urgent so the workshop knows it cannot wait.
What often connects to this.
- Website for watchmakersA website for watchmakers that explains, movement type by movement type, what a full service, a minor service or a single repair involves, so owners understand why their watch has to be opened first.
- Quotation software for watchmakersQuotation software for watchmakers that turns the movement assessment, required replacement components and the choice between minor and full service into a price proposal the owner can follow.
- AI enquiry assistant for watchmakersAn AI enquiry assistant for watchmakers that answers questions about repair status, maintenance and drop-off from approved information and brings in the watchmaker as soon as a question needs judgement.
Enquiries that arrive complete.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Enquiry form for watchmakers: reference number, reported issue and intake photos of case and dial, captured before the watch arrives.
- Describe watch and issue
- Check photos and details
- Open the movement file