Work Order Templates
Authorize, communicate, and document work to be carried out Work order software to complete and track jobs faster
Published March 26th, 2020
What is a Work Order Template?
A work order template is used to authorize maintenance, repair, or other types of work assigned to a person or group of persons with appropriate knowledge and skills. It helps record client details, key tasks and timelines, and service and material costs. Work order forms are commonly used in the field services industry to assign and communicate job details to field technicians. Proper documentation of client requests helps track progress of work, schedule and allocate resources needed for maintenance, and avoid disputes.
This article will cover: 1) the ideal format of a work order form; 2) 5 benefits of using software for your work order templates; and 3) 3 free templates for your work order forms.
6 Essential Components of a Work Order Form
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.
- Description of work requested
Work order templates should have a clear description on how to deliver the required task. To avoid discrepancies and rework, it should include 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 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.
iAuditor as a Work Order Software: 5 Benefits
Keeping key staff updated regarding product/ service requests via paper reports can be challenging. Streamline work orders using iAuditor, the world’s leading digital inspection app, and take advantage of these benefits:
- Easily create your own work order templates
Create and customize reusable, digitized work order templates in the iAuditor app. Include your company logo and personalize your work order forms according to your business needs.
- Confirm & authorize work orders
Let clients confirm their work orders through electronic signatures. No need to print work order forms!
- No more data re-entry
All your data are automatically saved online. Completed templates can be generated into reports of different formats for record-keeping purposes. You can also send them to customers as receiving copies.
- No data loss
Templates and reports are automatically saved in the cloud for future reference. No need to worry about data loss!
- Easily check status of work orders
Check the status of compiled work orders on your phone or tablet. For quicker turnaround times, you can instantly assign tasks to relevant staff to complete work orders.
Digital Work Order Templates
1. Basic Work Order Template
A work order template is used to document and communicate work requests, and authorize field technicians to perform the work. This template can be used to track the type of work required, resources needed, and costing involved to complete a project/ request. Use this work order template by following these steps:
- Describe the work order or request;
- Document all necessary information such as name, address and contact details;
- List all tasks to complete the request (labor, materials and costing)
- Assign tasks to field technicians prior to dispatch; and
- Validate the work order by getting the client’s e-signature before commencing work.
2. Maintenance Work Order Form
A maintenance work order template is a tool used to outline maintenance order 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. A maintenance work order template can serve as a guide to what materials, resources and cost involved for the task.