SafetyCulture iAuditor

Work Order Template

Authorize, communicate, and document work to be carried out using work order templates & forms

Published 26 Jul 2021

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.

Featured Templates

This article briefly discusses:

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 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.

Work Order Software: Top 5 Benefits

Keeping key staff updated regarding product/ service requests via paper reports can be challenging. Streamline work orders using iAuditor by SafetyCulture, 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! View a sample work order PDF here.

  • 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.

SafetyCulture staff writer

Carlo Sheen Escano

Carlo Sheen Escano is a contributing writer for SafetyCulture based in Makati City, Philippines. Sheen has experience in digital marketing and has been writing for SafetyCulture since 2018. His articles mainly discuss risks in the workplace and well-known safety and quality processes used to mitigate them. Furthermore, Sheen is passionate about providing insights to global customers on how technology can help them to do the best work of their lives.

Carlo Sheen Escano is a contributing writer for SafetyCulture based in Makati City, Philippines. Sheen has experience in digital marketing and has been writing for SafetyCulture since 2018. His articles mainly discuss risks in the workplace and well-known safety and quality processes used to mitigate them. Furthermore, Sheen is passionate about providing insights to global customers on how technology can help them to do the best work of their lives.