Work Orders: What They Are & What They Look Like [Template]

Maintenance teams run like a well-oiled machine when there’s structure — without it, things can spiral into confusion fast. From my experience, one of the simplest yet most effective tools to keep everyone aligned is the work order. Think of it as a clear, actionable blueprint for assigning and managing tasks, so nothing slips through the cracks.

Whenever an appliance breaks or the heater needs to be turned on in my apartment, I file a work order. If I notice something needs fixing at the HubSpot office, I file the same paperwork. Work orders make the world go round!

Ahead, I’ll share what a work order really is, break down its essential parts, and show how it’s different from a work request (yes, there’s a distinction). I’ll also detail the work order management process. And to make your life easier, there’s a plug-and-play work order example template waiting to help you hit the ground running.

Table of Contents

Types of Work Orders

I‘ve found that there’s no single, catch-all category that covers all work orders. Each one is unique — even if it’s for recurring maintenance. Still, your average work order will generally fall within one of the following buckets:

1. Corrective Maintenance Work Orders

These pop up when something unexpected needs fixing during other tasks. Say a tech spots a damaged fan belt while servicing an HVAC system. A corrective work order gets created right then, spelling out exactly how to fix it and listing the tools and materials needed.

2. Emergency Work Orders

Emergency work orders are used for unplanned asset breakdowns requiring immediate action. For example, if a production line conveyor belt suddenly stops during peak operations, an emergency work order ensures it’s all hands on deck to fix it fast and keep operations running smoothly.

3. Inspection Work Orders

These focus on checking things out to catch potential issues before they become big problems. For example, scheduling an annual fire extinguisher inspection ensures everything’s up to code. These orders detail what to check and how to report it.

4. Preventive Maintenance Work Orders

Think of these as your asset’s routine health checkups. Lubricating machinery quarterly to prevent wear and tear is a classic example. It’s all about staying ahead of costly repairs by keeping everything in top shape.

5. General Maintenance Work Orders

I see these work orders for all the odds and ends that don’t fit elsewhere. From patching drywall and painting office walls to tidying up a storage room, they ensure no task — big or small — slips through the cracks.

6. Electrical Work Orders

Electrical work orders handle tasks related to wiring, installations, or electrical repairs. For example, if an office requires additional power outlets for new workstations, this work order would outline the installation process and safety protocols.

7. Special Project Work Orders

Got a big improvement or installation project? That’s where these come in. Whether it’s setting up a new production machine or revamping a workspace, these work orders focus on the details to ensure everything runs smoothly. This also makes them more complex, needing detailed planning.

8. Safety Work Orders

These are all about keeping people safe and workplaces compliant. Think non-slip flooring for busy areas or safety training for employees. Safety work orders prioritize risk reduction and a healthier work environment.

9. Standing Work Orders

For the routine tasks that happen like clockwork—daily workstation cleanup, weekly tool checks, or monthly safety meetings. Standing work orders keep these recurring responsibilities organized and on track.

Work orders are often conflated with similar documents called work requests and purchase orders. Let’s take a look at what distinguishes one from the other.

Work Order vs. Work Request

The difference boils down to who starts the process. A work order is created internally by maintenance teams to assign tasks and manage responsibilities, while a work request comes from someone outside the maintenance team — usually to report an issue or request a service.

In practice, I’ve experienced how a simple work request, like reporting a broken machine, sets the wheels in motion for an efficient maintenance process.

Once the request is received, it’s up to the maintenance manager to turn it into a work order. That work order outlines the task, assigns it to the right person, and ensures it gets done. This system doesn’t just keep things running smoothly — it bridges the gap between teams, cutting out miscommunication and ensuring nothing falls through the cracks.

Work Order vs. Purchase Order

The difference between a work order and a purchase order lies in their purpose and who drives the process. A work order assigns tasks and manages responsibilities—think repairs, maintenance, or service jobs. A purchase order, on the other hand, tracks and authorizes transactions, like buying goods or services.

In practice, I’ve seen how the two often work hand-in-hand. For example, let’s say there’s a broken HVAC unit in your building. A work order gets created to outline the repair job, assigning it to the technician. But what if replacement parts are needed? That’s where a purchase order comes into play. The procurement team uses it to authorize buying the parts, ensuring everything’s tracked and accounted for.

This system works because it covers two critical bases: getting the job done and ensuring the tools or resources are in place to do it. When both documents do their job, you avoid delays and miscommunication.

Phases of a Work Order

The work order management process can often be boiled down to a simple progression — covering everything from work request approval to closure. Let me walk you through the critical phases:

1. Work Request Approval and Work Order Creation

The work order management process begins with someone submitting a work request. If the request is deemed urgent and necessary by the maintenance manager, it gets approved, and a work order is officially created. I’ve personally discovered that clarity at this stage saves countless headaches later.

2. Prioritization

Not all work orders are addressed immediately. Tasks are prioritized based on urgency. For instance, an emergency repair takes precedence over preventative maintenance. This prioritization ensures that the team focuses on high-impact issues first.

From my experience, being streamlined is vital here — especially in larger organizations. The goal here is to:

Verify the necessity and feasibility of the task.
Allocate resources.
Assign the right personnel.

💡Top tip: I’ve seen teams get stuck at this phase due to unclear hierarchies. That’s why I always recommend defining who has the final say before a work order even lands on their desk.

3. Scheduling

This is where a good plan transforms into actionable steps. You assign specific dates and times, ensuring the task aligns with overall priorities. I’ve learned that overloading schedules — or underestimating time requirements — is a recipe for delays. At this stage:

Confirm availability of personnel and equipment.
Coordinate schedules to avoid conflicts.
Communicate timelines to all relevant parties.

4. Assignment

After scheduling, you’ll assign work orders to the most qualified maintenance staff members. This ensures the job is done correctly and on time.

5. Distribution

A work order is useless if it doesn’t reach the technician responsible for executing it. Distribution can happen through various channels: in person, via email, through mobile apps, or using a computerized maintenance management system (CMMS). This step ensures the assigned technician has all the details they need.

6. Execution

This is the hands-on stage where the technician executes the task specified in the work order. Whether it’s repairing equipment, performing maintenance, or conducting inspections, execution is where the actual work gets done.

Having clear instructions and accountability makes all the difference here. In my experience, providing detailed guidelines during the creation phase pays off during execution. Workers knew exactly what was expected, and tasks were completed with fewer questions and delays.

Key elements of this phase include:

Monitoring progress.
Addressing unforeseen challenges.
Ensuring adherence to the schedule.

7. Documentation

Once the task is complete, it’s essential to document the details: what was done, the time it took, the tools used, and any other relevant insights. Accurate documentation provides valuable data for future reference and helps improve the efficiency of the process.

I find this step invaluable for refining workflows. A thorough review can highlight inefficiencies or gaps that might have been overlooked during planning.

8. Closure

Once the work is documented, the work order is marked as complete, allowing the technician to move on to other tasks. Closure also provides an opportunity to review the process and ensure that everything is handled properly. Ensure that:

All data is archived appropriately.
Any post-completion tasks, like billing or reporting, are completed.

I’ve personally found that organized records at this phase make future audits or repeat tasks much smoother.

What should a work order include?

Here’s what I’ve found to be the key elements every work order should include:

1. Brief Description

Start with a concise, high-level overview of the request or issue. This acts as the headline of the work order, giving everyone a clear idea of the task at a glance. For instance, instead of writing “Fix plumbing,” specify, “Repair leak in second-floor bathroom sink.”

A little detail here goes a long way in setting the right context.

2. Contact Information

Include the details of the person or department submitting the request. Having a clear point of contact is invaluable when clarifications or updates are needed. Be sure to include:

Name of the requester
Their department or role
Email and/or phone number

3. Assignee

Every work order needs an accountable party. Clearly identify the individual or team responsible for completing the task. Assigning ownership ensures accountability and eliminates any “I thought someone else was handling it” scenarios.

4. Due Date

A specific due date gives the assignee a clear timeframe and allows you to prioritize tasks effectively. I feel being explicit about deadlines — rather than vague terms like “ASAP” — helps manage expectations on both sides.

5. Priority Level

Use clear priority labels — high, medium, low — to help the team tackle the most urgent tasks first. I’ve seen teams thrive when they know exactly what needs attention immediately versus what can wait a little longer.

6. Status Field

Tracking progress is essential. A status field allows you to monitor the work order as it moves through its lifecycle — from open to in-progress to completed. This transparency helps keep everyone informed and reduces the need for constant updates or follow-ups.

Trust me, it’s a game-changer.

7. Approvals

Before closing out a work order, make sure it’s signed off by the right stakeholders. Approvals ensure the work meets expectations and provide a final layer of quality control. I see this step as the difference between “done” and “done well.”

Now that you have some background on what work orders should include, below is a helpful template you can use to put work orders of your own together.

Work Order Template

If you’re looking to streamline your task management, I recommend HubSpot’s Work Order Template. This free, customizable Excel and PDF template helps you efficiently assign and track work orders. By standardizing your work order process, you can reduce miscommunication and enhance productivity.

Download Your Free Work Order Template Today

Now that you have a template to create your own work orders, here’s a look at what a work order might actually look like in practice.

Source

Getting Started

Work orders are central to virtually every maintenance team’s operations. They provide the necessary structure to reliably delegate and execute the responsibilities that keep company assets sound and operations moving. If you have any place in requesting or carrying out maintenance at your business, work orders will be your best friend.