TEMPLATES · Work order

Work order template and format

A work order is the instruction a technician receives before a job: who the customer is, where to go, when, what to do and what to bring. This free work order template covers the schedule, tasks, materials and the technician's sign-off, as a printable PDF or an editable Excel with drop-downs and a task counter.

Download free PDF

PDF downloads straight away, no form. The Excel asks for your name, company, work email and team size.

Who it is for

Service coordinators and supervisors at service and maintenance companies who assign jobs to technicians: HVAC, lifts, fire and safety, equipment maintenance, cleaning and pest control, and facility management.

What a work order should include

Work order details: work order number, date issued, issued by
Customer and site: customer, contact person and phone, site or location
Equipment and reference: equipment or asset (make, model, serial), reference (AMC, quote or job card number)
Work type, priority and billing: breakdown, PPM, installation, AMC visit, inspection or other; normal, urgent or emergency; chargeable, warranty or AMC
Schedule and assignment: scheduled date, time window, estimated duration, assigned technicians, access, permit and PPE requirements
Work requested: or the problem reported
Tasks to carry out: each with a done box and notes
Materials, parts and tools to bring: quantity, issued from (store or supplier), issued box
Completion by the technician: completed, partial or not done, time in and out, date completed, technician and customer signatures

How to fill it in

The service coordinator fills in the header: customer, site, equipment, work type, priority and billing.
Set the schedule: date, time window, estimated duration and the assigned technicians.
Note any access, permit or PPE requirements for the site.
Describe the work requested and break it into tasks.
List the materials, parts and tools to bring, and tick each one as the store issues it.
The technician ticks each task, records the status and time, and both technician and customer sign.

Work order, job card or service report?

Document	When	What it answers
Work order	Before the job	What to do, where, when and what to bring
Job card	During the job	What was done, the parts and labour used, and the charges
Service report	After the job	What was found, what is recommended and the equipment status, for the customer

WITH ZENTID

Doing it without paper

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With Zentid, the Service dispatch agent suggests the right technician for each work order by location, skills, availability and SLA, and your service coordinator confirms. The technician gets the work order, site details and task list on WhatsApp or in the Zentid Field app, and closes it with photos and the customer's signature.

Frequently asked questions

What is a work order?

A work order is the instruction for a single job, issued before the visit. It tells the technician where to go, when, what to do and what to bring.

What is the difference between a work order and a job card?

The work order is issued before the job and says what to do. The job card is filled during the job and records what was done, with parts, labour and charges.

Is a job order the same as a work order?

Yes. Job order and work order are two names for the same document: the instruction a technician receives before a job.

Who fills in the work order?

The service coordinator or supervisor fills in sections 1 to 4 before the visit. The technician completes section 5 on site.

Why include access, permit and PPE requirements?

Many sites need a gate pass, a work permit or specific safety equipment. Noting them on the work order stops a technician arriving and being turned away.

Does the Excel track progress?

Yes. Mark each task as done and the Excel shows how many tasks are complete, for example 3 of 5 tasks done.

Do I need to sign up to download it?

No for the PDF: it downloads straight away. The editable Excel asks for your name, company, work email and team size.

In one paragraph

Zentid's free work order template is a one-page job instruction for service and maintenance companies. It covers the customer, site and equipment, work type, priority and billing, the schedule and assigned technicians, access, permit and PPE requirements, the work requested, a task list, materials and tools to bring, and the technician's completion record with both signatures. It comes as a printable PDF and an editable Excel with drop-downs and a task counter.