When it comes to executing technical tasks, detailed work orders are a must-have. Whether it’s for repair work, routine maintenance, or any other field service task, a work order keeps your work organized and traceable.

A work order is a document that includes all the details about a job or service for a customer. It tracks completed work and documents any used resources.

A printable work order template can help you save time by making sure your staff creates them consistently and correctly. monday.com’s printable work order template makes work order management easier — keeping you on top of current projects and potential cash flow.

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What is a printable work order template?

A printable work order template is a pre-designed form that makes it easier to physically issue a work order. It includes fields for describing the work that needs to be done. This helps to make sure no element of the work order is missing.

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When a customer wants to hire you for a gig, they submit a work request. Once that work order request has been approved and authorized, you create a work order. Work orders are commonly used for maintenance, repair, and field service tasks. When creating a work order, make sure the template includes information like:

  • Who authorized the job
  • Who the job is assigned to
  • A description of the task
  • Materials and labor involved
  • Date of completion
  • Estimated time needed

The format of a work order template will vary depending on the provided service and the type of systems and machinery the company works with. For example, a work order for automotive work will look totally different from a maintenance work order. This is where a template can help you.

Why use a printable work order template?

Here are some of the benefits of a well-designed work order template.

It creates consistency

A standardized work order template will create a sense of routine and comfort for your maintenance team. A template with a familiar format will help avoid confusion, miscommunication, and the chances of leaving out important details.

Accountability increases

If something is lagging behind schedule or is on the back burner, you can easily look at the work order to find out who to talk to.

You’ll have a paper trail

In any business, keeping an organized paper trail is essential. You need to track things like routine maintenance, repairs, and performance. Without a work-order history, you have no way of knowing the machines’ service schedule, how often repairs are needed, and how they are performing. Work order templates help you create a consistent paper trail that’s easy to follow up on.

All details are accounted for

Templates ensure that no necessary detail is left out. A work order without precise details about the task, resources, time, and labor required is no help. No matter the task, a well-designed, printable template makes it easy for employees to remember exactly what data they need to record and submit before a job can begin.

What are some examples of a printable work order template?

Let’s look at a few examples of different types of work order templates. In each example, printing out the work order template makes it easier to give the work order to your employee and client.

Electrical work order template

As the name implies, electricians use this to document electrical work for a customer.

Beyond basic project info, the template also specifies what electrical service has been done. In this example, the electrician can tick off what area of the house needs attention and whether it is an installation, repair, or replacement.

Example of a printable work order template

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Preventative maintenance work order template

A preventative maintenance work order is for scheduled routine maintenance. Based on how long a machine has been running, a technician will inspect, clean, and replace parts to prevent a breakdown from happening. For example, a restaurant will have an appliance electrician routinely come to maintain their fridges and prevent deterioration or failure.

Example of a preventative maintenance work order template

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Inspection work order template

Maintenance technicians use this type of printable work order template before any maintenance work is carried out. Before the technician can know what future work to do, they need to audit or inspect the equipment.

If they find a problem, they can create a new work order to come back later with the right tools and materials to fix the problem. This way, they can know the costs, tools, and specialized labor needed before the job begins. If they need to put in a purchase order for anything specific, they can do so ahead of time.

example of an inspection work order template for a vehicle inspection

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monday.com’s printable work order template

While generic printable work orders are useful, our printable work order template boasts more than customization and convenience. With our Work OS, you can plan, track, and manage multiple work orders and streamline work requests. There are a host of benefits to using monday.com’s work order template, such as being able to:

Have work all in in one place

Having a lot of clients and work requests coming in is great. But it also means a lot of work orders to keep track of. Our Work OS allows you to easily track all your work requests and work orders in one place.

No more jumping between different spreadsheets and programs to find a specific work order for a certain client. You can categorize and filter your work orders by client, job type, or date for total efficiency and organization.

Automate processes

We’ve covered how work request forms first need to be authorized and then turned into work order forms. You can do this manually, but why not let technology do it for you? With monday.com’s powerful automations, you can create your own automated workflows to suit your team.

For example, once a work request is authorized, have it automatically turned into a new item on your work order board. All the details will be carried over, saving you time and letting you focus on providing great repair work.

Assign team members

When managing a team, delegation is everything. To ensure your employees know what they’re responsible for, you can assign work to them. With our work order template, you can seamlessly turn work requests into action items. Set priorities, schedule due dates, and send reminders — all from one attractive and intuitive platform.

Aside from the above, monday.com has plenty of other templates that can be used in tandem with the work order template to streamline your workflow.

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Related templates

Construction management

monday.com’s construction management template helps you set and manage due dates, delegate efficiently, and keep all job information in one location. The easy-to-read format and real-time update functionality make managing construction jobs simpler than ever.

Construction management template from monday.com

Project requests and approvals

There’s nothing worse than an overflowing -tray of requests to approve. With monday.com’s centralized and customizable project requests template, you can finally keep track of all incoming requests in one place. If you’re working on the go or from home, you can view all updates in real-time with a single click.

Approval requests template from monday.com

Order form template

This streamlined, customizable order form template allows you to access, store, and track all your orders in a single location. You can organize your orders by date, include all the relevant information, and check on the status of any order from anywhere at any time.

Example of an order form template on monday.com

Workflow template

Keep your workplace operations visualizable and your team on task with a customizable workflow template. Plan ahead for all eventualities and solidify your goals for your entire task force.

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FAQs about printable work order templates

How do I create a work order in Word?

If you’re using a printable work order template, you need to export the template to Word, add your company letterhead/logo/name, and fill in relevant details. You can customize colors, fields, fonts, and margins using Word’s toolbar. For even more customization and functionality, monday.com’s work order template will streamline the process.

How do you create a work order?

The fastest, most efficient way to create a work order is with a template like the one from monday.com. This will ensure that you’re not missing out on any important information. You may want to include:

  • Your company name
  • Estimated time of completion
  • Required resources
  • Client’s name
  • The person responsible for the work

How do I create a work order template in Excel?

It’s relatively simple to create and edit a work order template in Excel. You can edit your borders, cells, and rearrange text/images to suit your requirements in your Excel spreadsheet. Of course, there are easier ways. For greater convenience and loads more functionality, try out monday.com’s printable work order template.