What to put in a work order template.

Provide a well-organised breakdown of job details with a work order template. Below, we take you through how to communicate expectations clearly and ensure all stakeholders are aware of what you’ll get done – suitable for all kinds of sectors.

What you’ll learn:

• What is a work order form?
• Types of work order forms
• Essential fields for a work order form template.
• How to organize the work order template.
• Work order format tips to look professional.
• Frequently asked questions.

Work order forms are commonly used by businesses that use contractors, but they can also be useful for managing internal workloads, too. Whether you’re listing out daily tasks or assigning projects, work order forms can help you better organise work processes.

Work order form templates are especially useful for standardising orders. They can make it quicker and easier for you to capture job details and even complete contracts.

What is a work order form?

A work order form is a document commonly used by businesses to outline their expectations when they employ an outside organisation to complete a project. It’s also often called a work ticket, job ticket, or job order. It usually includes a breakdown of the job details and the associated costs, sometimes sent as an invoice.

In comparison to purchase orders, work order forms are considered more thorough and detailed. This makes them more suitable for more complex jobs with numerous moving parts.

Types of work order forms.

There are various types of work order forms available, so different businesses can easily find templates that suit their projects and processes and remain consistent. These forms can be used by any company that employs another business, department, or person to complete a piece of work.

Common types of work order forms include:

• General work order forms. Suitable for small businesses for one-time use to manage everyday tasks.
• Maintenance work order forms. Can be used to track repairs, retrofits, and servicing.
• Inspection work order forms. Can help manage key inspection areas, schedules, findings, and improvements.
• Vehicle repair order forms. Useful for recording vehicle issues, repairs, parts required, servicing, and MOT.
• Landscaping work order forms. Beneficial for organising jobs, materials, and schedules.
• Construction work order forms. Helpful for managing different phases of construction, jobs required, and timelines.
• Painting work order forms. Useful for keeping track of key details as materials, surface types, paint, shades, and more.
• Service Work Order forms. Ideal for managing various jobs, such as installations, repairs, and retrofits.
• Printable work order forms. Useful for everyday tasks. These can be easily printed for users to fill out by hand, or data can be entered at a later date.

Some businesses also use work order forms internally for:

• IT
• Graphic design
• Printing
• Legal work.

Essential fields for a work order form template.

One of the main purposes of a work order form template is to help businesses organise the details of a specific job. In most cases, the more thorough you are with the information, the better, as this leaves less room for mistakes and misunderstandings.

Consider all the details you want the contractor or employee to know before starting work on the project. You can even create an easy draft list in Microsoft Word first, then convert the Word doc to PDF so you can conveniently share it and aid collaboration.

A work order form should typically include:

• Company information, address, and contact information
• Work order number
• Start date
• Deadlines
• Job description in detail – work required, materials etc.
• Billing details
• Costs per unit, including delivery prices
• Total costs – factoring in any applicable discounts and taxes
• Additional notes
• Space for electronic signatures.

How to organise a work order template.

Organisation is key when it comes to completing a work order template. You want to create a clear, well-structured order of fields that the user can easily work through.

First, create a full list of fields detailing all aspects of the task. It’s best to organise these in order of priority and urgency, depending on your needs and time constraints.

Next, it can be helpful to group any related fields, such as requester information, user information, materials required, location, timings, and approval sections. This can help to create a more logical flow and make it easier for people to navigate the document more precisely.

Always leave space for each field so you or the user can fill out the form correctly.

Work order format tips to look professional.

A professional work order form can set the right tone for the project ahead – whether internally or externally. You want the document to reflect the level of professionalism and expertise you expect from the person completing the task.

There are a few tips you can try to make your work order form look more professional. These include:

• Include your company logo. This is a quick way of marking your brand identity and reflecting professionalism in your document. Logos carry weight and emphasise that the document has come from an established, professional company.
• Use brand colours. Another way of highlighting your brand identity, using brand colours can help maintain consistency throughout your documents and assets.
• Create a consistent format. Keep fonts, colours, and spacing consistent throughout your forms. This can make it simpler for the user to navigate and easier for the reviewer to read, which helps mitigate misunderstandings.
• Use a professional font. Choose a classic font like Arial, Calibri, or Times New Roman. These are clear, easy to read, and widely supported on most software. Also, ensure to use a readable font size – 12 pt is usually best.
• Provide a clean layout. The last thing you want is a jumbled, disorganised work order form, which can make findings confusing and hinder the effectiveness of results. Always ensure boxes and spaces are large enough for the user to fill out – you can even include headings, bullet points, and extra space.
• Include instructions where necessary. Add further details for more complex tasks to help people complete the job to a high standard. This emphasises professionalism and shows you’re willing to go the extra mile to get the job done right.
• Send as a PDF. Even if the work is being completed on a printed document, it’s always a good idea to have an electronic copy. PDFs are accessible, widely used, and preserve your formatting. You can even convert to a Word document and edit your form later with any amendments.

Discover what else you can do with Adobe Acrobat and Adobe Acrobat online services to make your business operations easier to manage.

Frequently asked questions.

Who issues a work order?

Typically, a supervisor, manager, project leader, or maintenance coordinator will issue a work order form. They’ll usually do this after an approved work request has been made from a customer or member. From there, the user has official authorisation to complete the task.

Can work orders be digital?

Yes, work order forms can be digital and created using online templates. These make it easy to customise work orders to specific needs, while remaining on-brand with fonts, colours, and other brand assets to ensure consistency. Digital work orders are often easier to complete, edit, and share.

What’s the difference between work orders and invoices?

Although work order forms can include some financial details, they are different to invoices. The key difference between a work order and an invoice is that a work order authorises and details work that needs to be completed; meanwhile, an invoice is a financial document used to request payment for completed work.