Work Order Format Download

A work order format is an essential part of any business or organization that deals with the production, maintenance, or repair of goods and services. Also known as a job ticket, work ticket, or service ticket, this document is submitted to the maintenance department from either an external customer or internally from someone in another department. Let's see what are the diverse formats of a work order.

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Work Order Format in Excel, Word, and PDF

What Is a Work Order?

A work order or job order is a formal document in digital or paper format that contains details of production or maintenance work that has been approved for execution. It serves as a critical communication tool between management, supervisors, and frontline workers. It usually contains details of the job that needs to be completed along with any products that need to be purchased in order to do it, location, skills required and tools needed, among other things. Work orders usually contain more details than a purchase order. In certain cases, a work order format can also be used as an invoice when working with external customers.

Why Are Work Orders Important?

Work orders are primarily created to do the following:

  • Initiate tasks.
  • Provide clarity to the maintenance team on what tasks need to be accomplished.
  • To have set deadlines for the tasks in question.
  • To provide the maintenance team with special instructions (if any).
  • Work orders provide a clear set of instructions to frontline workers, reducing confusion and improving efficiency. By providing detailed instructions and timelines, work orders help workers complete tasks quickly and accurately, reducing downtime and increasing productivity.

    However, you can also get work order management software which will greatly help your organization in numerous ways. Using such a software will help you manage and maintain all the data collected with regard to all your assets, resources, expenses, and labor.

    This will allow you to get a clear picture of all your current and upcoming tasks so you're never caught off guard. It also supports with analysis of the data collected in order to give you suggestions on how you can improve your processes. Another big benefit of such a software is that it allows you to keep a track of your expenses and control your labor costs while staying compliant with all the necessary regulations.

    What Are the Different Types of Work Orders?

    • Standard Work Order

      A standard work order is basically a maintenance task that isn't high priority as it does not pose any kind of immediate risk to your systems, facilities and equipment. For example, jobs like painting, changing light bulbs, removing old equipment and setting up new equipment are all examples of a standard work order.

    • Preventive Maintenance Word Order

      A preventive maintenance work order revolves around all the equipment in your organization and making sure that the life of those assets last as long as possible. What this amounts to is having systems in place for routine maintenance checks to prevent any kind of disruptions of the breakdown of the equipment.

      This work order format allows you to control, plan, schedule, and identify everything needed to ensure your equipment stays in good shape. The advantages of this are the prevention of equipment downtime, an increase in the life of the equipment, and a decrease in major repairs. All of which ultimately lead to a reduction in expenses.

    • Prepare for Inspections

      When you create a work order, you have the provision to create a checklist that comprises various inspection points that a maintenance person will have to keep in mind while performing an equipment audit. If the technician identifies a problem while performing the inspection, they will have to create a fresh work order sample to rectify that problem.

    • Reactive or Emergency Word Order

      This kind of work order format is created when a certain piece of equipment breaks down and needs immediate repair or when a facility failure leads to the creation of an unsafe environment. Reactive or emergency work orders allow maintenance technicians to make a detailed report on what caused the machinery or equipment to break down, what actions were taken by them in order to fix it, along with how such a breakdown can be prevented in the future.

    • Corrective Maintenance Work Order

      A corrective maintenance work order is created for the completion of a routine inspection for preventive maintenance. A corrective maintenance work order is typically initiated when a piece of equipment or facility is not functioning as it should or has stopped working altogether. They are created to ensure that the necessary repairs are made in a timely manner to minimize downtime and prevent further damage.

    Contents of Work Order Format

    Work orders are very commonly used in organizations every time equipment maintenance tasks need to be performed. For the most comprehensive work order format, you can rely on TranZact and save yourself the time and effort of creating a work order from scratch.

    A work order template usually comprises the following things:

  • Description - The entire description of the job must be explicitly mentioned in the work order.
  • Contact details - You need to list down the contact details of the person or party or the department that has raised the task that needs to be actioned. As well as the contact details of the person, party, or department that's responsible to complete the task.
  • Timeline - A work order must include the estimated completion time of the task in question.
  • Location - A work order needs to contain the location of the job or task that needs to be done.
  • Other things that need to be mentioned in a work order are the skills and tools needed to perform the given task.

    These are all the elements that a work order needs to contain. To get a work order template in your format of choice, scroll below.

    Work Order Format in Excel

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    Work Order Format in Word

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    Work Order Format in PDF

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    Work Order Format in Google Sheets

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    Work Order Format in Google Docs

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    FAQs on Work Order Format

    • What are the benefits of a work order?

      Work orders have numerous benefits such as:

    • What is the purpose of a work order?

      The purpose of a work order is threefold - to initiate a task, define what needs to be done, set timelines and give special instructions, if any.

    • Is a work order and agreement the same?

      No, they are not the same. A work order is for one specific task, providing instructions to frontline workers on how to complete a specific task or project. Whereas, an agreement is for a longer duration and acts as a legally binding contract between two or more parties that outlines the terms and conditions of a business relationship.


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