Free Work Order Forms – This free, customizable work order form template gives your team the foundation they need to successfully prioritize and execute any maintenance task. Deploy it to your team today!

Work order forms are the driving force behind the work order process. In the ideal lifecycle of a work order, no off-form communication is required, so it’s important to create a comprehensive document that doesn’t leave out any detail.

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We’ve provided a two-part work order template that you can use together or separately depending on your work order process. Download or customize a template from the links below.

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Below is a detailed description of the information required to fill out each field in the work order form template. Posting a detailed, detailed document like the one below with each completed and submitted work request form and maintenance work order form ensures that each maintenance request is filled out correctly.

The applicant is the main contact for this maintenance order. If you have a question about the job, that person should be able to provide information on what maintenance needs to be done. In an institution like a school, it may be a staff member who has a problem in their classroom. In a manufacturing facility, it may be the maintenance manager who identifies service requests for preventive maintenance tasks.

Requesting work by providing the customer or employee’s name, email address, and/or phone number is important to ensure your field technicians know who the important person is and how to reach them.

Dating each maintenance request helps the manager stay on schedule in a way that is fair to everyone involved, and prioritize earlier requests with equal urgency. It’s also important to track their team’s average solve times.

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The work order request form must include a description of the problem observed or work requested. In most scenarios, the requester will not know exactly what the maintenance request is. In this case, the applicant should go into his problem in as much detail as possible and briefly explain what his optimal result should look like.

This information is often accidentally overlooked, but omitting it can cause unnecessary delays. This is especially important if your facility consists of multiple buildings with multiple floors and rooms.

Identifying the requester’s work order type (HVAC, plumbing, grounds, etc.) makes it much easier for the maintenance department to organize the request and assign it to the right service provider, especially if they can identify the work

To ensure that the service is as uninterrupted as possible, maintenance work should be carried out at a time when there will be as little disruption to events or operations as possible.

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If there is an absolute date by which a particular maintenance task must be completed, specifying the deadline will help the maintenance manager prioritize the task accordingly.

If there is no specific deadline, but the task needs to be solved as soon as possible, assign a higher priority level. If you notice that the bathroom light is not on and you cannot see anything, this is a high priority task that needs to be solved as soon as possible.

This section of the maintenance order must be completed by the maintenance technician or service provider who is completing the request.

This field can be used to pre-assign a technician or filled in when the job is complete. It is beneficial to choose a technician who is best suited for this maintenance work. The most successful facilities encourage technicians to focus on specific equipment or maintenance tasks, which ultimately increases efficiency.

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Due to the large scale this is not always possible, but the strengths, weaknesses and availability of the technician should always be considered in the maintenance plan.

Indicate the date and time of the maintenance. It allows you to keep an accurate operational history of your assets, track future maintenance requests as well as your team’s resolution time.

Be sure to record exactly what maintenance has been performed. This way you will have a better understanding of the maintenance tasks to be performed in the future if this device or a similar device experiences the same problem.

If the technician does not complete the maintenance for any reason, the overdue tasks should be listed with a brief explanation of why they were not completed in the originally scheduled time. Use the checkbox above to indicate that additional tasks are required.

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Any associated machinery, equipment, vehicles, or technological assets should be listed. If a unique serial number is assigned to the asset, this information helps identify the specific item. If not, provide as much detail about the asset as possible so the maintenance technician can easily identify which asset needs servicing. It allows you to keep an accurate work history for each of your assets.

To keep inventory as current as possible and to provide a reference for future maintenance, all spare parts and consumables used in repairs should be listed.

If you’re running low on the items you need to complete an order, or a particular stock item was last used, check the box to quickly look up which item needs to be purchased and replenished.

Include all the time you spent on the job. Depending on the workflow, this can take hours or minutes. This will be useful in future maintenance planning as well as evaluating the total cost of labor for a particular asset or service category.

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If there are additional costs in addition to labor hours or inventory use, note them on the work order. Similar to inventory usage and time spent, this gives a more accurate estimate of total maintenance costs going forward.

While a paper work order management system is a good start and appropriate for small facilities, as your facility grows, the paper work order management system can fail in some areas. Here are a few.

When work order requests are all paper, it’s easy for someone along the way to get lost, fall under a stack of paperwork, or fall behind a desk. By using a digital system to store requests, schedules and documents, there is no risk of losing information along the way.

With a single sheet of paper, only one person can view the request at a time. With a digital system, the requester, the maintenance manager and the technician can view the request at the same time. This feature supports increased visibility at all stages and makes everyone’s life a little easier.

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Instead of the requester sending their work order to an unknown party in hopes that a technician will solve their problem, the requester can check the status of the work order. Through the digital portal, they can see when the request will be accepted and scheduled.

Similar to the lack of transparency of the work order resolution process, paper-based work order systems also don’t allow for great communication. In order for both parties to receive additional information, they must go through the normal flow of the work order system and find a way to provide the updated information themselves. With a digital work order request system, all parties can log into the site, make real-time updates when needed, and keep everyone involved in the request.

Everyone knows that history repeats itself, and the same goes for gear. Tracking previous work orders can help you avoid future downtime and perform maintenance more efficiently. With a digital system, all maintenance records are automatically saved and analyzed for patterns that can help you make better preventive maintenance decisions.

Poor records not only negatively impact your facility’s efficiency, they can also penalize you during security audits and inspections. A detailed service history and proof that you are following OEM service recommendations is required to pass a safety inspection.

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Using workflow management software to manage your facility’s maintenance needs allows you to streamline processes and improve productivity across the board. Cloud-based software systems allow anyone in your organization to submit a work order request from any device.

Once processed, the software system can automatically assign the task to an available technician and schedule time for the maintenance process in their schedule.

Once completed and documented, the software automatically analyzes maintenance history, giving you insight into how your team, equipment and facilities are performing. You can use this information to improve work order resolution time, reduce costs, save time, and reduce downtime.

Or you can check out the other great maintenance and facility management features we offer in our maintenance management software platform.

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Sarah is a senior at Ohio State University majoring in Marketing with minors in Professional Writing and Design Thinking. She joined FMX in the summer of 2020 as a Content Specialist Intern and has worked with the team ever since. When he isn’t

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