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Work order template

A one-page work order for service calls, repairs and maintenance. It records who asked for the work and where, what was requested, the labor and parts that went into it, what was actually done, and the signatures of whoever did the work and the customer who approved it.

By Paul Gunder. Free to print for home, classroom and office use; see how our printables are made.

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Work Order1 page · US Letter

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Work OrderWork order no.DateScheduled forBUSINESS NAME AND ADDRESSCUSTOMER AND LOCATIONWORK REQUESTEDLaborHoursRateAmountMaterials and partsQtyUnit costAmountLaborPartsTaxTotalWORK PERFORMED AND NOTESCompleted byDateCustomer approvalDatePrintablePal.com · free printable formsWork Order
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How a work order is used

A work order travels with the job. The office or the person taking the call fills in the top half: the customer and location, the work order number, the date and when the visit is scheduled, and the Work requested box, in the customer's own words if possible. The technician fills in the bottom half on site: labor, parts, what was done, and signatures.

Back at the office, the completed work order becomes the basis of the invoice. Because it was filled in as the work happened, it is also the best record you have if a customer later asks what was done on a given day.

What is on the page

  • Customer and location. Name, address of the job and a phone number.
  • Work requested. A ruled box for the problem or the request: "Kitchen sink drains slowly", "Annual furnace service".
  • Labor and parts tables. Labor rows take a description, hours, rate and amount; parts rows take the part, quantity, unit cost and amount.
  • Work performed and notes. What was found and what was done, plus anything left for a later visit.
  • Totals. Labor, parts, tax and total.
  • Completed by and Customer approval. Two signature lines with dates.

The settings

Rows sets the number of lines shared between the labor and parts tables (half each). The Tax line can be switched off. Type your business details once and they carry over to the other forms on this site, such as the invoice you will send afterwards.

Worked example: a slow drain

The call comes in on a Monday: work order 3318, scheduled for Wednesday at 9 a.m., "Kitchen sink drains slowly, worse after dishwasher runs". On Wednesday the plumber logs "Clear kitchen drain line, 1.5 hours, $95, $142.50" on the labor table, and on the parts table "P-trap kit 1-1/2 in., 1, $18.00" and "Dishwasher drain hose, 1, $22.00".

Labor is $142.50 and parts $40.00. With 6% tax on parts ($2.40) the total is $184.90. Under work performed: "Cleared grease blockage 6 ft past trap. Replaced cracked P-trap and kinked dishwasher hose. Tested with full dishwasher cycle." The customer signs the approval line before the plumber leaves.

Number them

Pre-number your work orders, or type the next number each time, and file the completed ones by number. It is the simplest way to be sure no finished job goes unbilled.

Sources

  1. FTC: Hiring a contractor consumer.ftc.gov
  2. IRS: Recordkeeping for small businesses irs.gov