Published 8 Sep 2023
What is a Work Order Template?
A work order template or work order form is a formal documentation of a job or task request that clearly describes the details of the work to be performed. Proper documentation of work order forms, or a work order sheet, helps track progress of work, schedule and allocate resources needed for maintenance, and avoid disputes.
In this article
- What to Include in a Work Order Template
- Empower Your Team with a Digital Work Order Solution
- Featured Work Order Templates
What to Include in a Work Order Template
Work order templates have varying components depending on their purpose. To avoid discrepancies and project delays, however, there are certain components that should not be overlooked. Listed below is a sample work order format with the 6 essential components of a work order form:
Description of work requested
Work order templates should have a clear description of how to deliver the required task. To avoid discrepancies and rework, it should include the exact service required, specific parts or materials needed, and/or desired end result.
Name of individual/department to accomplish requested work
Persons or departments authorized by the client to perform the required work are listed here. Depending on the gravity and extent of the task, this could vary from one person, a group of persons, or a whole department. All persons/departments listed here must be agreed upon before any work is done.
Customer details and availability
The client’s full name, contact details, and schedule of availability are provided in the work order form so that the assigned technician/person doing the work can communicate concerns with or request additional information from the client if necessary.
Cost of work and required materials
Prices of materials and services must be included in the work order form to properly set expectations for both parties. Most work order forms also include a breakdown of costs such as taxes, subtotal amount, and total amount.
Timeline and schedule
Timelines need to be agreed upon at the onset by the client and the person/department performing the work to manage both their expectations and allow for budget allotment. Work that takes too much time or misses the deadline can mean going over budget. A timeline helps both parties keep track of labor hours spent and manage costs.
Authorized signature
Signatures from authorized signatories act as stamps of approval and empower assigned persons or departments to perform the required work. A signed work order form indicates an agreement between the client and the assigned person/department regarding the details indicated in the form.
Empower Your Team with a Digital Work Order Solution
Keeping key staff updated regarding product/ service requests via paper reports can be challenging. Streamline work orders using SafetyCulture (formerly iAuditor) as a work order software, and take advantage of these benefits:
- Easily create and customize your own work order templates in the SafetyCulture app.
- Let clients confirm their work orders through electronic signatures. No need to print work order forms! View a sample work order PDF here.
- Generate work order reports in different formats and automatically save them online with cloud-based recordkeeping.
- Assign tasks and actions to relevant staff to complete work orders for quicker turnaround times.
- Check the status of compiled work orders on your phone or tablet, anytime and anywhere.
Featured Work Order Templates
Work Order Form
A work order form can serve as a guide to what materials, resources, and costs are involved for the task specifically, this work order form is used to outline maintenance orders or requests. This form can be used by mechanic and service repair businesses to process client orders and record essential information to complete the work.
Maintenance Work Order Template
Use this maintenance work order template to outline maintenance orders or requests. This template can be used by mechanic and service repair businesses to process client orders and record essential information to complete the work.
