Beginner’s Guide to Creating Efficient Work Order Forms

A work order outlines the necessary details needed to complete repair, maintenance or service tasks. These include everything from who submitted the work request to the task description to the tools and parts required to complete the job. A business may use different types of work orders based on the type of work required; however, they all share the same basic information.

In this guide, we’ll explain the different types of work orders and the details included in the work order forms for each to ensure efficient workflows for your maintenance team.

What Is a Work Order Form? 

A work order form is essentially a document that starts the work order process. After a maintenance request is made, the maintenance team approves the request and assigns the task as a work order, using the standardized work order form. A basic work order template includes the details regarding who requested the task, who will carry it out, the asset being serviced, the task description, the equipment location, and the materials or tools needed to complete the job. The form will also outline due dates and deadlines to make sure the task’s completion stays on track. And if you’re using a digital work order, it might also include fields for tracking work order task status, time spent on the steps taken and any issues encountered during the job.

Work order forms streamline communication between team members and teams and provide a clear structure for scheduling, assigning and monitoring tasks. Everyone involved has access to the information they’ll need to complete the project. 

What Details to Include in a Work Order Form 

Whether you have a more manual process for record-keeping and create your work orders in Microsoft Word or you use a work order software, the details you include will essentially be the same. These include:

• Work order number: A unique identifier that tracks and organizes individual tasks or projects. 
• Request date: The date the work order is created. 
• Name of person or department filling out the form (and contact info): The department or individual requesting the work and their contact information to facilitate communication between the worker and requestor.
• Maintenance task description: A detailed explanation of the work required, including specific instructions or steps technicians will need to complete the request.
• Location of the asset: This information specifies where the work will occur so that maintenance technicians know exactly where to go.
• Priority status: Indicates the task’s urgency and helps schedule work based on critical needs.
• Person or company name responsible for completing the task: Assigns accountability for the task, tracking who is responsible for its completion.
• Materials and equipment: Lists the parts and tools needed for the job so that they are readily available.
• Signature/approval fields: This field shows the task has been approved with authorized sign-offs. 
• Attached documentation: Includes any additional standard operating procedures, manuals or checklists required to complete the task.
• Due date: The date of the task’s completion. 

Types of Work Orders 

The type of work order a company uses is based on the type of task needed. While different, they share the same information. Some types include: 

Repair Work Orders

When assets break down or fail unexpectedly, repair work orders are created that typically require a corrective or reactive maintenance strategy. Repair work orders are usually unscheduled and created to get assets in working order as soon as possible. Since they are urgent, a repair work order template should reflect this sense of urgency by outlining only what’s absolutely necessary to ensure quick completion. 

Service Work Orders

Service work orders are assigned to carry out the scheduled maintenance or cleaning of an asset. They may also be used to replace asset parts that have limited lifespans, such as batteries or light bulbs. As such, they are typically assigned on a recurring schedule, whether it be weekly, monthly or even annually.

Daily Recurring Work Orders

A daily work order form template is created for recurring tasks, such as routine safety inspections, that should be completed every day. They can also be used on larger projects broken up over several days when multiple components or steps exist. This type of work order helps make managing a particularly large task more manageable.  

Preventive Maintenance Work Orders

Preventive maintenance work orders are scheduled as a way to prevent asset breakdowns. They are dictated by an asset’s lifespan or specific hours of use. For example, an HVAC system might require maintenance every 2,000 hours of operation or every six months, whichever comes first.

Predictive Maintenance Work Orders

A predictive maintenance work order template is similar to that of a preventive maintenance one. However, instead of tasks being based on an asset’s lifespan or hours of use, they are based on condition-monitoring data that provides real-time insight into an asset’s performance. For instance, a team member monitoring an HVAC system may find that it is showing decreased efficiency and rising temperature differences, which results in a job work order to check for refrigerant levels, blocked filters and compressor performance. 

How to Effectively Manage Work Orders 

Efficient work order management is imperative to keep maintenance tasks from being delayed or overlooked. By keeping maintenance records organized and having maintenance strategies in place, assets will remain in good working order for more extended periods. To manage work orders: 

1. Determine the type of work order required: Does an asset require preventive maintenance, or will a service ticket suffice whenever it needs to be repaired? Identifying the need for a work order helps prioritize tasks and allocate resources to the team members.
2. Create a work order template: Build a standardized work order template with fields for requestor information, job description, priority level, deadlines and any other pertinent information to ensure consistency and completion of tasks. 
3. Train everyone on how to submit work orders: Conduct team members training sessions on how to submit a work order. Create easy-to-follow guidelines on how to fill out the work order template, who to contact with questions and expected turnaround times. This allows teams to submit request forms efficiently.
4. Use a computerized maintenance management system (CMMS): If you’re tired of having to physically track down work orders, a CMMS will be your new best friend. This work order software automates work order management and serves as a centralized database for work orders. It’s also highly mobile, which makes it easier to facilitate tracking and to foster team communication in real time. Plus, it helps manage schedules, inventory and reporting.
5. Track work orders from assignment to completion: Create a plan to monitor work orders from the moment they are assigned to their completion. This helps keep team members accountable and identifies any task delays.
6. Review process for efficiency: Regularly review your work order management process by collecting team member’s feedback and analyzing task completion times. This will allow you to identify areas where improvement is needed.

Using a CMMS to Manage Work Order Forms 

Coast’s mobile-first CMMS will help you automate work orders and track maintenance and repair tasks on the go. It creates a centralized database of these digital documents, allowing anyone involved with a specific work order to track its progress and communicate in real time. Users receive notifications and updates so that everyone is informed every step of the way.  Plus, Coast is highly customizable, allowing you to create custom forms for any type of work you need completed — from cleaning work orders assigned internally to landscaping or pest control requests to service providers.

Coast’s app also offers teams powerful reporting and analytics features, allowing them to assess work order trends and identify areas where improvement is needed. It will enhance your business’ efficiency, keeping your assets running for longer and increasing their overall lifespan — all while saving you money.