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Need a work order template? Check out and download these free templates in Excel, Word, GDocs, GSheets, and/or PDF formats!
55% of surveyed facility managers say they expect their work order volumes to jump significantly compared to previous years, according to real estate professional services firm JLL.
With the uptick in new construction projects following COVID-19 and its related lockdowns, construction and trades industries can expect to handle more work order requests than ever.
To streamline document processing and management, businesses can use a work order template to save time and minimize mistakes. A ready-made work order template ensures all critical details are captured and duly documented. These include job descriptions, assigned personnel, cost estimates, and deadlines.
Using a work order template reduces the administrative burden on your team, freeing valuable time and resources. A work order template also improves communication with clients, making sure that everyone is on the same page when it comes to project expectations and deliverables.
Whether you’re handling routine maintenance or complex construction tasks, a clear, well-organized work order form can make a big difference in project execution.
To help you optimize your work order request management, we’ve compiled a collection of customizable templates.
Available in PDF, Word, and Excel formats, these forms simplify the work order processing workflow. These templates will help you effectively communicate expectations, keep track of deliverables, and outline items and tasks.
Templates by Type
- Maintenance Work Order Template
- Work Order Template
- Construction Work Order Template
- Contractor Work Order Template
Maintenance Work Order Template
A maintenance work order template is essential for streamlining tasks and ensuring accuracy in managing maintenance projects. This template captures key information like the description of work, assigned technicians, required materials, and estimated costs, making it easier to keep track of all maintenance-related tasks.
Available in PDF, Word, and Excel, this free template ensures consistent documentation across your projects.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use This Template:
- Detail Work Requirements: Describe the task, location, and tools needed.
- Assign Resources: Include the technician’s details and time estimates.
- Track Costs: Record labor, materials, and other expenses.
- Monitor Progress: Update the template with completion timelines and changes.
- Flexible Formats: Available in PDF, Word, or Excel for ease of use.
PDF
Word
Google Doc
Excel
Google Sheets
Work Order Template
Simplify project management with customizable work order templates in PDF or Word formats. These templates provide a structured framework to document job details, timelines, and costs. Whether managing repairs or service requests, these templates ensure you maintain professionalism and clarity in your work orders.
Download your free Work Order Template Forms in PDF, Word, or Google Docs.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use This Template:
- Add Custom Fields: Tailor the template for your industry or project needs.
- Save Time: Quickly create, share, and print forms.
- Flexible Formats: Choose from PDF, Word, or other compatible formats.
- Standardized Forms: Improve communication and consistency across teams.
Construction Work Order Template
A construction work order template provides a detailed structure to manage complex projects. From labor and material costs to schedules and permits, this template ensures every aspect of a construction project is documented and monitored effectively.
Download your free Construction Work Order Template available in PDF, Word, Excel, Google Docs, or Google Sheets.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use This Template:
- Outline Key Details: Include work scope, schedules, and resources.
- Cost Management: Record material and labor expenses for transparency.
- Improved Collaboration: Share templates with contractors and clients for seamless communication.
- Multiple Formats: Available in Excel, Word, PDF, or Google Docs for versatility.
Contractor Work Order Template
For contractors, a work order template helps manage tasks across multiple projects. It enables accurate documentation of work details, client approvals, and cost estimates, promoting efficiency and accountability.
Download your Contractor Work Order Template in PDF, Word, or Google Docs to ensure all project details are covered.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use This Template:
- Detail the Job: Describe work specifications and client requirements.
- Assign Resources: Identify staff, tools, and materials needed.
- Track Progress: Update the template to reflect project stages and completion.
- Versatile Formats: Available in PDF, Word, Excel, and Google Docs.
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See how it works
What Are Work Order Templates?
A work order template is a pre-designed document created to streamline the process of planning, assigning, and managing tasks across various industries. These templates are versatile tools used by contractors, maintenance teams, and project managers to organize work requests, track project progress, and communicate clearly with team members and clients.
Work orders often include critical details such as task descriptions, timelines, costs, and assigned personnel. Utilizing a structured work order template ensures that all relevant information is captured accurately and presented in a professional format. This minimizes errors, reduces miscommunications, and helps teams stay on track.
Templates for work orders are especially useful in industries like construction, maintenance, and contracting, where accurate documentation is essential for cost control, resource allocation, and project tracking. Whether it’s a maintenance task requiring detailed labor hour estimates or a construction project outlining material costs, these templates help ensure clarity and efficiency.
By adopting work order templates, businesses can enhance their workflow by standardizing documentation and improving project management. They save time by eliminating the need to create documents from scratch and reduce the likelihood of mistakes or delays due to missing or inconsistent information.
Overall, a work order template is a valuable resource for anyone looking to improve administrative efficiency and maintain a professional standard in their business operations. Whether you’re managing a simple maintenance job or a large-scale project, these templates provide the foundation for better communication, organization, and execution.
Good Examples of Work Order Template Use
Work order templates streamline operations across various industries by providing a structured way to organize and document tasks. Here’s how to make the most of them:
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Organizing Maintenance Tasks: Leverage a maintenance work order template or maintenance work order forms to efficiently detail tasks such as repair descriptions, technician assignments, labor hours, and estimated costs. Available in Excel, Word, or PDF formats, these templates ensure consistency and clarity across all maintenance projects.
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Preparing Custom Work Order Forms: Create standardized work order forms tailored to your business needs. These forms are instrumental in improving workflows, maintaining accurate records, and enhancing communication between teams. Free printable and customizable options are available to save time and boost professionalism.
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Streamlining Construction Project Management: A construction work order template provides a clear framework for documenting labor, material costs, and timelines. Use these templates to improve cost management and reduce project delays, ensuring smooth communication between contractors and clients.
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Managing Contractor Assignments: For projects requiring contractor involvement, a contractor work order template is essential. These templates capture office and field data accurately, fostering collaboration and reducing errors. They’re available in Excel, Word, PDF, Google Sheets, and Google Docs formats for convenience.
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Using Printable Work Order Forms for Flexibility: Printable work order forms are perfect for industries requiring quick, on-the-go solutions. Download these forms to document job details effectively, enhancing client trust and ensuring proper execution of tasks.
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Facilitating On-Site Assessments: The job hazard analysis form PDF offers a portable and shareable solution for on-site safety evaluations. Use it to ensure clear communication of risks and compliance with safety standards in the field.
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Aligning with OSHA Standards: The OSHA job hazard analysis template helps streamline safety procedures while meeting OSHA’s compliance requirements. It enables employers to methodically identify and resolve workplace hazards, fostering a safer work environment.
A Step-By-Step Guide to Using Work Order Templates
Work order templates provide a simple and effective way to manage tasks, improve communication, and streamline operations across industries. By utilizing these templates, you can create professional documents faster, reduce errors, and better organize your projects. This guide will help you set up and use work order templates for maintenance tasks, construction projects, contractor services, and more.
Step 1: Choose the Right Work Order Template
Use Case Examples:
- Maintenance Work Order Template: Ideal for detailing maintenance tasks, including work descriptions, assigned technicians, labor hours, and estimated costs. These templates ensure clarity and consistency for routine maintenance.
- Work Order Template PDF: Perfect for creating easily shareable, printable documents. A PDF format ensures the work order remains unaltered during distribution.
- Work Order Template Word: Flexible for customization, allowing you to adjust formatting and fields to suit specific needs.
- Work Order Forms: Essential for maintaining accurate records and improving workflows. These templates help standardize documentation for all projects.
- Maintenance Work Order Forms: Essential for keeping accurate records of maintenance tasks, these forms help organize the flow of work, ensuring that all necessary details are documented for future reference.
- Printable Work Order Forms: Designed for straightforward use in both office and field settings, these forms facilitate quick documentation while ensuring that printed copies are readily available.
- Construction Work Order Template: Designed for construction projects, these templates provide space for labor and material costs, schedules, and task details, enhancing project management and cost control.
- Contractor Work Order Template: Tailored for contractor-specific tasks, capturing both office and field data. Available in various formats like Excel, Word, PDF, and Google Sheets.
Action: Select the template that best aligns with your specific project or task.
Step 2: Customize the Template to Fit Your Needs
Use Case Examples:
- Maintenance Work Order Template: Add detailed information about the required maintenance task, including timelines and any specific tools or resources needed.
- Work Order Template PDF: Include all necessary job details and convert the finalized template into a PDF for easy sharing.
- Work Order Template Word: Modify fields to add company branding, additional task details, or client information as needed.
- Work Order Forms: Adjust sections to reflect your company’s operations, such as specialized services or unique reporting requirements.
- Maintenance Work Order Forms: Tailor the form to include the precise fields for tracking maintenance activities, such as equipment ID, issue description, and resolution steps.
- Printable Work Order Forms: Modify sections of these forms to include specific fields relevant to your operations.
- Construction Work Order Template: Input detailed project specifics like material quantities, subcontractor costs, and expected timelines.
- Contractor Work Order Template: Customize to ensure accurate collaboration details between office teams and field personnel.
Action: Edit the template fields to reflect project-specific details such as scope, costs, deadlines, and any client-specific requirements.
Step 3: Input Project Details Including Costs, Dates, and Deliverables
Use Case Examples:
- Maintenance Work Order Template: Add detailed task descriptions, assigned technician information, labor hours, estimated costs, and any additional notes to ensure smooth execution.
- Work Order Template PDF: Enter all project details, including timelines, materials, and budget estimates, in a format that’s easy to share and maintain.
- Work Order Template Word: Customize sections for specific client or project requirements, such as unique deliverables or specialized services.
- Work Order Forms: Fill out required fields to standardize project details like work descriptions, deadlines, and costs across your organization.
- Maintenance Work Order Forms: Record specific information like the maintenance priority, parts used, and expected completion times to help manage workflow efficiently.
- Printable Work Order Forms: Capture vital information such as job location and client contact details directly on the form to ensure comprehensive data collection at the point of service.
- Construction Work Order Template: Include specifics like material costs, subcontractor details, and project schedules to keep construction projects on track.
- Contractor Work Order Template: Enter both field and office requirements, ensuring all necessary resources and deadlines are documented accurately.
Action: Complete the chosen template by inputting all relevant project details, ensuring tasks are clearly defined, costs are itemized, and deadlines are reasonable.
Step 4: Present the Document to Relevant Parties
Use Case Examples:
- Maintenance Work Order Template: Share with technicians or maintenance teams to communicate specific tasks and schedules.
- Work Order Template PDF: Distribute finalized work orders in PDF format to ensure all parties have a consistent and secure document.
- Work Order Template Word: Use for initial drafts or editable formats, sharing with clients or teams for feedback or updates.
- Work Order Forms: Provide to relevant stakeholders for approvals or as part of operational workflows.
- Maintenance Work Order Forms: Distribute the forms to relevant maintenance personnel, ensuring clarity on job expectations and required follow-up actions.
- Printable Work Order Forms: Hand out printed copies during meetings or site visits so that everyone involved has immediate access to the same information.
- Construction Work Order Template: Present to contractors, suppliers, or project managers to confirm scope and deadlines.
- Contractor Work Order Template: Share with clients and field teams to synchronize office and on-site requirements.
Action: Utilize email or collaboration tools like Google Docs or Excel to share documents with the appropriate stakeholders at the correct stage of the project.
Step 5: Make Adjustments and Changes as Necessary
Use Case Examples:
- Maintenance Work Order Template: Revise work orders to reflect any updates in task requirements or timelines.
- Work Order Template PDF: Adjust and save changes in a new version, ensuring the updated document is redistributed as needed.
- Work Order Template Word: Make edits to incorporate client feedback or new project information before finalization.
- Work Order Forms: Update fields to capture new data or correct discrepancies identified during reviews.
- Maintenance Work Order Forms: Modify the forms as needed to reflect new maintenance schedules, updates to task details, or changes in technician assignments.
- Printable Work Order Forms: Revise printed forms based on real-time feedback from technicians after they have used them in the field.
- Construction Work Order Template: Modify work orders to reflect changes in material availability, subcontractor schedules, or project scope.
- Contractor Work Order Template: Update details to align with adjustments made in office plans or on-site conditions.
Action: Continuously refine and update templates based on feedback or project changes to maintain accuracy and alignment with expectations.
Step 6: Review Completed Templates for Insights
Use Case Examples:
- Maintenance Work Order Template: Assess task completion rates and identify opportunities to streamline maintenance processes.
- Work Order Template PDF: Evaluate how effectively shared PDFs improve communication and reduce errors.
- Work Order Template Word: Review editable documents for patterns in feedback to improve initial drafts.
- Work Order Forms: Analyze collected data to refine form designs and enhance efficiency.
- Maintenance Work Order Forms: Analyze the effectiveness of the forms in capturing all necessary data for maintenance tasks, improving both documentation and task flow.
- Printable Work Order Forms: Review completed printed forms periodically for trends in service requests that may indicate areas needing improvement or additional training.
- Construction Work Order Template: Assess project outcomes to improve budget estimation and scheduling accuracy.
- Contractor Work Order Template: Use insights from completed templates to enhance coordination between office and field operations.
Action: Leverage insights from completed work orders to refine future templates and improve project management practices.
By following these steps, you can make the most of work order templates to enhance project management, improve client satisfaction, and streamline operations.
Your Next Steps With Work Order Templates
Work order templates are useful tools to help you streamline project management and administrative tasks. By using and customizing these templates, you can save time, reduce errors, and ensure that every detail of a job is captured accurately. A well-designed work order template simplifies communication with clients, improves operational efficiency, and helps you deliver projects on time and within budget.
Ready to take your work order management to the next level? Here’s what to do next:
Download Your Free Work Order Template: Choose from our selection of pre-designed work order templates, available in Excel, Word, PDF, Google Docs, and Google Sheets formats. These templates are designed to help you create professional, standardized work orders in minutes.
Customize Your Template: Adapt the work order template to fit your specific industry or project needs. Whether it’s a maintenance task, a construction job, or a contractor agreement, tailoring the template ensures all relevant details—such as labor, materials, and costs—are accurately documented.
Train Your Team: Ensure your staff knows how to use the work order template effectively. Standardizing your work order process improves collaboration, reduces miscommunication, and boosts overall efficiency.
Download our free work order templates now to start optimizing your project documentation. With easy-to-customize formats, you can ensure your work orders are clear, professional, and tailored to your unique needs.
Now that you’ve streamlined your work order documentation, consider how advanced tools can further enhance your project and workforce management processes.
Explore Workyard: Workyard is purpose-built for field operations. Its robust tools, including accurate time tracking and automated payroll processing, help you manage your projects and team with ease.
- Eliminate Inefficiencies: Use Workyard’s tools to track time accurately, avoid cost overruns, and streamline scheduling.
- Boost Productivity: Save hours of administrative work with automated timesheets and compliance features.
- Enhance Accuracy: Maintain precise records of labor and material costs to ensure your work orders reflect the true scope of work.
Try Workyard Free: Click here for a 14-day trial and see how Workyard can optimize your work order process and overall project management.
Looking for an easier way to handle business data? Try Workyard!
See how it works