Free work order template and generator

Prepare a maintenance job with a clear location, problem and list of requested work. This free work order template lets you enter the equipment, requester, priority, dates, assignee and completion notes, then print the finished document or download text and CSV copies. The editable sample starts with a door closer inspection.

Make a maintenance work order

1. Add a work order number and the business or site name. Use a reference that the requester and person doing the work can both recognize.
2. Identify the location and equipment precisely. A room, asset label or entrance name helps distinguish similar items.
3. Enter who reported the problem, the request date, due date and priority.
4. Describe what was observed, then add the requested tasks. You can add up to 20 tasks and move them into the intended order with the arrow buttons.
5. Add the assignee and any access or preparation notes. When recording completed work, tick the completed tasks and add completion notes. Check the preview, then print or download the document.

Use Start blank for a fresh document or Reset sample to see the example again. The page asks before replacing your current draft.

Write a problem someone can act on

“Door problem” leaves several questions unanswered. An illustrative description is: “The staff entrance door does not close fully after being opened. Reported at 08:30; the latch remains clear of the strike.” This records an observation without guessing which part has failed.

The task list can then identify the requested outcome: inspect the closer and latch, record findings, and document the action taken. Technical work instructions should come from the equipment's approved procedure and the person qualified to carry out the work. The form provides a job record, not a diagnosis.

Keep the due date and priority understandable together. If work must happen before a delivery or outside opening hours, put that constraint in the problem or task wording. A priority label by itself does not tell the assignee when access is available.

What to keep in the completed record

Use the completion notes to record what was found, what was done and any follow-up still needed. If another job is required, reference its work order number so the two documents can be read together. Keep the original equipment and location details: they explain where the completed work belongs.

The generator does not track labor charges, parts inventory, attachments or live job status. Entering a name does not assign work in a business workspace or notify that person. Share the exported document through your normal process.

For repeatable steps, prepare an SOP and reference it in the work order. A store visit checklist can help capture issues that need follow-up, while the simple taskboard can organize a separate list of jobs.

Print or download the work order

Print / PDF opens the browser's print dialog, where you can choose a printer or save a PDF. The text download keeps a readable copy; the CSV provides the work order details and task rows for a spreadsheet. Review long descriptions in print preview before sharing.

The draft is kept in this browser tab when browser storage is available. Download a copy before closing the tab or replacing the draft. No account is required and this tool does not submit a job to a server.

Frequently asked questions

Can I use the work order template for repairs or inspections?

Yes. Replace the sample equipment, problem and tasks with the job you need to describe. One document can hold up to 20 tasks for the same job.

Is a work order the same as a purchase order?

A work order describes work to be carried out. A purchase order records goods or services being ordered from a supplier. Use the purchase order generator when you need the latter document.

Can I send the work order directly to an employee?

The tool prepares print, text and CSV output. It does not email, dispatch or create assignments. Download the document and share it through the channel your team uses.