Work order templates: Optimize your projects and workflows with practical templates

Download a free work order Excel template here!

 Simplify your workflows and maximize your company’s efficiency with our free work order templates.

Read our article to find out how you can benefit from introducing work order templates.

Download our useful templates to discover how they can help you to achieve your goals more effectively.

List of contents

Work order definition and purpose

By definition, a work order is a request to one or more people to complete certain tasks.

In practice, a work order is used to delegate maintenance, repair or other work to specific people or groups with the required skills and knowledge.

A task can be conveyed verbally, on paper or in digital format. Work orders can vary from industry to industry: the size of the company, its requirements and the technological assets used during their creation can vary immensely.

The formation, processing and management of tasks, including the software chosen to do this, are all part of work order management.

The purpose of a work order is to provide easily accessible and comprehensible data about the tasks to be performed, along with information required to track, update, execute and sometimes drawing up a cost an estimate on these tasks.

Within work order management, a clear work order structure is crucial in avoiding miscommunication, which ensures efficient tasks completion.

A solid work order template is a useful tool for task organization and giving it structure.

It serves as a guide for employees to understand and implement the necessary steps and objectives within a particular project. The use of such templates in facilities management helps with communication between different maintenance teams and enables efficient and coordinated workflows.

A brief summary of the main points
  • A work order is a request in which certain tasks are delegated to one person or a group of specialized workers.
 
  • A work order template is an organizational tool, used for structuring and standardizing work processes within a specific task.
 
  • Choosing the right work order management software combined with effective task administration are vital components to successful work order completion.

6 Advantages of a work order template

Templates for work orders offer numerous advantages. We have listed the six most important for you below.

1. Standardization:

The template ensures a standardized procedure for creating orders and contributes to consistency within the company.

2. Time saving:

Using a template eliminates the need to create orders from scratch every time, which is a time saver, enabling faster overall task completion.

3. Error reduction:

A well-designed template minimizes the risk of errors and the possibility of incomplete information in orders, resulting in higher quality work with fewer amendments.

4. Clear communication:

The template ensures that tasks and requirements are communicated clearly and consistently.

5. Increase in efficiency:

Getting familiar with one template enables employees a quick overview of the workflow, allowing them to plan and complete tasks efficiently.

6. Tracking and administration:

Important information such as priorities, deadlines and responsibilities can be stored in the template, making it easier to track and manage tasks.

7 main types of work orders

A company usually requires several types of work orders for servcing purposes. Depending on the company size and the particular industry, certain types of orders are used more frequently than others.

For example, there are far more safety related tasks in a company that manufactures hazardous chemicals than in an apartment complex. 

You can find out about the 7 most important types of orders below.

1. Servicing orders:

Servicing orders are used to correct problems discovered by a technician within a system during the inspection process or during daily work.

Usually, these orders include repair or replacement of equipment or its spare parts. Predictive maintenance orders differ from emergency orders where the equipment or system has already failed.

2. Emergency order:

A company places an emergency order if a critical system or device has failed and is causing production and/or safety issues. They require immediate action and therefore have the highest priority.

3. General order:

 

A general order template is used for a wide range of non-urgent services. These are separate from any specific category, and do not belong to everyday requests or minor building repairs (replacing broken lightbulbs or locks).

4. Inspection order:

A company must have all of its systems inspected on a regular basis.

During one of the recurring and/or predictive maintenance programs, a company commissions a test (or series of tests) to evaluate the performance of an asset to proactively identify anomalies, risks and other functional issues.

In building management, the fire alarm system and smoke detectors must undergo an annual functionality test. To this end, the facility management team places an inspection order with a certified fire safety specialist company.

More on the topic
  • Fire protection documentation: Recording and management of information relevant to fire protection.
 
  • Fire protection inspection: Inspection of fire protection measures and facilities.
 
  • Fire protection test: Inspection of fire protection equipment and precautions.

5. Preventive maintenance order:

A preventive maintenance work order allows an organization to schedule routine maintenance tasks to keep its assets functioning optimally, extending the lifecycle of its equipment. Cleaning of systems is one of such measures.

Maintenance logs are an important tool for carrying out your maintenance tasks in the best way possible. You can find more templates and maintenance checklists in our article on maintenance plan templates. Also, feel free to download our heat pump maintenance checklist.

Preventive maintenance contracts also help companies to reduce general system downtime, fulfil their operator responsibility, and reduce the costs which are usually associated with major repairs.

6. Safety order:

In contrast to other types of orders, safety orders exclusively serve the purpose of protecting people from harm or possible dangers.

Safety orders involve repairs, preventing personal injury, such as retrofitting protective caps to radiators and pipes to prevent the risk of scalding with hot fluids.

7. Special project order:

Special project orders are focused on improvements and upgrades. Such orders enable companies to install new equipment that helps to modernize facilities, increasing their productivity.

As an example, sustainability aspects, are the focus of special orders in building management.

More on the topic
  • Sustainability in real estate: Integrating environmentally friendly practices into real estate business.
 
  • Sustainability in professional cleaning: Implementation of sustainable cleaning methods, tools and products.

Our free work order Excel templates

Our work order templates will help you to complete any work order type. Our templates are optimally structured and provide clear guidance so that you can carry out every task smoothly.

Download our work order templates in Excel format now! It’s free of charge:

Create your orders effortlessly with a digital solution

Digital solutions for order creation offer an efficient and user-friendly method of creating and managing orders.

  • With Wowflow’s order management software, you can easily generate professional work reports in complete PDFs that include all relevant images, data and signatures. You can send your reports to the customer in no time at all by using our app.
 
  • Manage all your orders in one place. With e-mail integration, you no longer waste time searching for individual information.
 
  • With our app, you can delegate work to facility management teams or external service providers with just a few clicks. 

Experience the efficiency and benefits of Wowflow for yourself and optimize your work orders today!

Try Wowflow now for free!

Conclusion

Work order templates offer an effective solution for organizing and structuring tasks in different working environments. They facilitate communication, optimize efficiency and promote a coordinated way of working.

Through clear structuring and standardizing of the work orders completion process, companies can save time and improve the quality of their results.

The use of a digital order management solution such as Wowflow brings additional benefits like automation options that lead to faster and more precise order processing.

Frequently asked questions

Work orders can be issued by facility managers, maintenance teams or other authorized persons within an organization, depending on the defined responsibilities and hierarchies.

A project usually refers to a larger plan such as the implementation of a maintenance program for the entire company. A work order, on the other hand, refers to specific single tasks.

For example, in asset management, it is the inspection of a specific room or the repair of equipment.

A work order should contain clear instructions for carrying out the task, such as a precise description of the maintenance or repair work, a list of priorities, specific deadlines and the persons responsible for execution. Precise task descriptions and clear instructions help to ensure a smooth and efficient task completion process.