Free document template
Send your team out with a clear work order
Turn a customer's request into instructions your team can use before leaving for the site. A good work order puts the location, scope, assigned staff and permissions together, with room for access details and materials to bring. Prepare it before a repair or maintenance visit, then use the reference to connect the work with the records made afterward.
Print the PDF to fill in by hand, or type into the blank fields in the editable DOCX.
Document preview
Service work order
From
[Your service business and dispatch contact]
Request and contact
Work order reference
Request received from
Customer name and billing contact
Site address and work location
Site contact and phone
Related estimate, agreement or customer reference
Equipment or asset to work on
Requested work and boundaries
Problem reported or service requested
Tasks authorized for this visit
Items outside the agreed scope
Priority and reason
Completion checks requested
Person to contact if the scope changes
Dispatch and site access
Planned visit date and arrival window
Assigned lead technician
Other assigned staff
Access and parking instructions
Site restrictions and known hazards to review
Required site contact before work starts
Equipment shutdown or isolation arrangements to confirm
Preparation and materials
Parts or materials to bring, with planned quantity and unit
Tools or equipment needed
Parts supplied by the customer
Items to inspect before selecting replacements
Supporting photos, plans or instructions
Authorization and handoff
Authorized by and role
Authorization reference or signature
Authorization date
Approval needed before additional work
Planned handover contact
Report or service record to complete after the visit
Return information for the office
Actual arrival and departure times
Materials used or returned
Service report reference
Further work to arrange
Staff member returning the work order
Issue this form before work begins. Review site conditions and the authorized scope with the assigned team; capture findings and completed work in the service report after the visit.
How to use the template.
- Start with the request and the exact place the work is needed. Add an asset reference or a clear location description so the team can find the right unit or work area.
- Translate the request into specific authorized tasks. Name any exclusions and the person who can approve a change, so a technician can pause and ask when the job grows.
- Assign the staff and arrival window, then confirm site access, parking and the on-site contact. Share known restrictions and any shutdown arrangements that need checking before work starts.
- List what the team should take: expected parts, quantities, tools and supporting instructions. Mark customer-supplied items and anything that must be inspected before ordering a replacement.
- Obtain the appropriate authorization and give the reviewed work order to the assigned team. After the visit, add the actual time and material information, then link the completed service report for the office handoff.
Useful answers.
When should I issue a work order?
Prepare it when the requested work and authorization are clear enough to assign. Give the team time to check the scope, collect materials and resolve access questions before setting off.
What if the technician finds more work on site?
Use the named approval contact to agree the change before proceeding. Record the revised scope and authorization reference, then capture the work actually completed in the service report.
Does a work order need prices?
This form focuses on instructions and authorization. Reference the agreed estimate or service agreement for commercial details, and use a separate invoice when you bill for the work.
How do I reuse the form for repeat visits?
Keep a blank master and create a separate copy with a unique reference for each visit. Recheck the request, access details, staff assignment and materials instead of carrying them forward without review.
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