A work order is an instruction to do a job: what needs doing, where, for whom, by when and who is doing it. Use this free work order template to fill one in online and download a PDF or Word file. There is no account to create.
What it is
A work order is a document that records a request for work and the details needed to carry it out. It names the customer and the location, describes the job, sets a priority and a due date, lists the tasks, parts and labor, and leaves space for the technician to record what was done and for the customer to sign off. People use work orders for repairs, maintenance, installations and inspections. A work order is not an invoice. It organizes the work, while an invoice asks for payment. Some places have rules about written authorization for certain repairs, such as vehicle repairs, so check the requirements for your trade.
What to include
- A work order number and date.
- The customer's name and contact details.
- The site address, and the unit or asset the work is on.
- A description of the problem or request.
- The type of work and its priority.
- Requested, scheduled and due dates.
- Who the job is assigned to.
- The tasks to carry out.
- Parts and materials, and who supplies them.
- Estimated labor.
- Safety notes.
- The customer's authorization.
- Space for the work performed, the completion date and the sign-off.
How to fill it in
- Add your business details, and a logo if you like.
- Enter the customer and the location or asset.
- Give the job a title, a type and a priority.
- Describe the problem and the work wanted.
- Set the dates and who the job is assigned to.
- Add the tasks as a checklist the technician can tick.
- List parts and labor. Turn costs on only if you want them to show.
- Keep the authorization and completion sections on, then check the preview, download the file and print it.
Common mistakes
- Writing a vague description, such as "fix the problem".
- Leaving out the location, unit or asset number.
- Not setting a priority or a due date.
- Not saying who supplies the parts.
- Forgetting space to record what was actually done.
- Showing costs on a copy that goes to the technician when you meant to keep them private.
- Putting access codes on a document that will be shared widely.
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Frequently asked questions
What is the difference between a work order and an invoice?
A work order organizes and records the job: what to do, where, who and when. An invoice asks for payment during or after the work.
What is the difference between a work order and a purchase order?
A work order asks someone to carry out work. A purchase order is a buyer's order for goods or services from a supplier.
Does the customer need to sign a work order?
It isn't always required, but a signature shows the customer agreed to the work and later confirmed it was done. Some places have rules about written authorization for certain repairs, so check yours.
What priority levels should I use?
Many teams use four: low, normal, high and urgent. Decide what each one means for your business, such as how quickly you aim to respond.
Can I print it and fill in the last part by hand?
Yes. The completion section prints with blank lines for the technician.
Should costs appear on a work order?
That is your choice. Many businesses keep costs off the copy the technician sees. The costs switch controls it.
Can I use it for maintenance or vehicle repairs?
Yes. The form works for repairs, maintenance, installations and inspections.
Last reviewed October 5, 2026
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This page gives general information and a template. It is not legal or tax advice.
Quicklet provides general document templates, not legal advice. Laws vary by location.