Free Work Order Template — Fill Out & Download Instantly
A work order is a document that authorizes and details a specific job or task to be performed. It serves as a formal request and record of work, specifying what needs to be done, who is responsible, what materials are needed, and the estimated cost and timeline.
⚠️ Important: This is a general informational template, not legal advice or a guarantee of validity. Requirements vary by state and situation. Verify current official requirements and seek a licensed attorney for consequential matters. Review our sources and methodology.
What Is a Work Order?
A work order is a document that authorizes and details a specific job or task to be performed. It serves as a formal request and record of work, specifying what needs to be done, who is responsible, what materials are needed, and the estimated cost and timeline. Work orders are essential for maintenance departments, service businesses, construction companies, and any organization that needs to track and manage work requests.
When Do You Need It?
You should create a work order when a maintenance request is submitted by a tenant or department, when a customer requests service or repair work, when scheduling preventive maintenance tasks, when assigning internal projects or tasks to specific team members, or when you need a documented record of work performed for billing, warranty, or compliance purposes..
What's Included in This Template
- Work order number and date tracking
- Company and customer information
- Priority level assignment (low to urgent)
- Detailed work description and location
- Materials needed checklist
- Labor and materials cost estimation
- Start date and target completion date
- Special instructions section
- Completion and approval signatures
How to Fill It Out
Legal Requirements & Notes
Work orders serve as both authorization documents and records of work performed. Key considerations: - **Authorization**: A signed work order authorizes the assigned worker or contractor to perform the described work. Unauthorized work may not be reimbursable. - **Scope of Work**: The work description should be specific enough to prevent disputes about what was authorized. Changes to the scope should be documented with a change order. - **Liability**: The company issuing the work order may be liable for injuries or property damage resulting from the work. Ensure appropriate insurance coverage. - **Licensing**: Many types of work (electrical, plumbing, HVAC) require licensed contractors in most states. Verify licensing requirements before assigning work. - **Warranty**: Document any warranty terms for the work performed and materials used. Standard warranties vary by trade and jurisdiction. - **Payment Terms**: If the work order is for a customer, clearly establish payment terms, including whether the estimate is binding or subject to change.
Frequently Asked Questions
A work order authorizes and describes work to be performed (labor and services), while a purchase order authorizes the purchase of goods or materials. A work order focuses on the job to be done, who will do it, and when. A purchase order focuses on what to buy, from whom, and at what price. They are often used together — a work order may reference a purchase order for materials.
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