What to include in a work order template.
Communicate job details like a pro with these work order template guidelines.
You’re probably no stranger to work orders if you work with contractors. But even if you don’t partner with outside workers, some companies use work orders internally to assign tasks.
Either way, a work order is a document that captures job details and sometimes acts as a contract. So, no matter which, it’s important to get them right. And a work order template is one of the best ways to standardize your orders — here’s how.
What is a work order form?
You might be asking yourself — what is a work order form? A work order is the same as a job order, work ticket, job ticket, or service ticket. A company most frequently uses one when they hire an outside organization to complete a task. It details the work expected and the associated costs and is sometimes an invoice. Crucially, it is much more thorough than a purchase order. The main goal of a work order is to make the work expectations as clear as possible for the responsible party.
Types of work order forms.
There are endless types of work order forms since you can use a work order in basically any case where another company or even another department needs to step in and take over some work. Some of the most common types of forms you might use when hiring outside vendors or contractors might include inspection, maintenance, vehicle repair, and landscaping work orders. Depending on the size of the company, IT, graphic design, printing, and legal work order forms could be examples of those sent internally.
Essential fields for a work order form template.
Your work order form template needs to organize information about the task at hand. And the more information you have, the better off each party will be. Start by brainstorming all the details you need for the job, including:
- Company information
- Deadlines
- Job description
- Billing and shipping details
- Cost per unit and total cost
- Line for electronic signatures
The trick is thinking through your typical project and writing down everything you need to get the project started (and finished). It’s best to create this in Microsoft Word first for easy editing, and you can convert the Word doc to PDF for easy sharing.
How to organize the work order template.
When your list of fields is ready, it’s time to assemble your template. Add all your fields to a document and organize them to best suit your needs. It might be a good idea to put priority information in a more prominent place in the work order template. Remember to leave space for each field so you or your vendors can fill it out.
Work order format tips to look professional.
Whether you’re working with a contractor or internally, you’ll want your work order format to reflect professionalism. A professional form will give your request more weight for whomever you’re working with. Here are a few tips for a professional work order form template:
- Brand the form with your company’s logo and colors.
- Ensure that the boxes or spaces are large enough to fill out neatly.
- Try to avoid cramming the form.
- Be thoughtful about using vertical lines to break up sections.
- If you don’t print it, make sure to send your form as a PDF.
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