Published 29 Nov 2022
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.
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.
In this article
- What is a Work Order?
- Work Order Format: Top 6 Details in Work Orders
- Work Order Software: Top 5 Benefits
- Featured Work Order Templates
What is a Work Order?
A work order is a job or task being requested by a customer, another business entity, or internally. Work orders can also be used to follow-up actions from completed inspections or audits.
A common scenario for requesting a work order is when a need for preventive maintenance or repairs is identified. Work order forms assist both parties—the requestor and the person assigned—in formally documenting what the job or task entails.
Work Order Format: Top 6 Details in Work Orders
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 requestedWork 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 workPersons 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 availabilityThe 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 materialsPrices 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 scheduleTimelines 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 signatureSignatures 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.
Work Order Software: Top 5 Benefits
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 your own work order templatesCreate and customize reusable, digitized work order templates in the SafetyCulture app. Include your company logo and personalize your work order forms according to your business needs.
Confirm & authorize work ordersLet clients confirm their work orders through electronic signatures. No need to print work order forms! View a sample work order PDF here.
No more data re-entryAll 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 lossTemplates and reports are automatically saved in the cloud for future reference. No need to worry about data loss!
Easily check status of work ordersCheck 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.
Featured Work Order Templates
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.