Free Work Order Template
Looking to organize all your service, repair, or maintenance job details in one place? Customize our home service work order template with your business name, customer details, job information, and more. Get a professional-looking work order as a printable PDF, then easily send it to customers or employees.
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How to make a work order
You can use our free work order template above, or follow these steps to make a work order that keeps your crew and customers on the same page:
- Pick your tool. You can make a work order template Word doc, Google Doc, Excel, Google Sheet, fill-in PDF, or even use job management software like Jobber. Choose the tool that makes it easy to edit and send to your crew and clients.
- Define the scope of work. Is it a planned job (e.g., scheduled, routine maintenance) or an unplanned job (e.g., last-minute warranty repair)? The kind of project can affect things like your start date and might impact other scheduled work.
- Add work order details. Include the job number for easy tracking and the start and end dates to keep everyone on the same page about the work schedule.
- Include business and customer info. Add your company logo, name, email, and phone number, as well as your customer’s name and address.
- List your services and pricing. Break down your services, along with the description, quantity, and unit prices.
- Total everything up. Calculate the final subtotal, including any discounts, taxes, and tips
- Add notes or special instructions. Let your customer know about specific instructions, or make a note of anything they should know (e.g., access instructions, safety guidelines).
- Download the work order. Proofread the work order, then export it as a PDF. Include “work order” and the customer’s name in the file name to keep your documents organized
- Send the work order PDF. Share the completed work order with your customer and technician via email or text.
Once your work order is approved, use job scheduling software to assign it to your crew. This will allow your service team to see the job in their schedules and track time for it. You’ll also be able to easily adjust your schedule as needed to accommodate unplanned service calls.
When the job is finished, mark the work order as done and send an invoice to the customer.
Common elements of a work order template
To make use of our free work order template, make sure you include these key elements:
- Your business name, company logo, and contact information
- The customer’s name, contact details, and address
- Job number for record-keeping (it should follow the same numbering system as your quote/invoice number)
- The scheduled start and end dates for the job
- Detailed list of services you’ll be providing (e.g., fixing drywall, repairing a leaky faucet) with the price for each, factoring in labor and material costs
- Optional line items for added services, products, or tasks that would enhance the work
- The estimated cost of completing the work, including the subtotal, any discounts, taxes, and tip
- A note about the requested work (e.g., job specifications) or details on what won’t be included in the work (e.g., major plumbing work)
- Terms and conditions (e.g., deposit amount, payment terms)
- Space for the customer’s signature
Simply enter the information above into our home service work order template, and you’ll have a work order ready for your crew and customers.
Benefits of using a work order template
Running a service business means juggling many tasks, like finding work, quoting jobs, scheduling, and getting paid. Our basic work order template takes some of the load off your shoulders by streamlining how you manage multiple jobs across teams or different projects.
Here’s how our work order template helps:
- Saves you time. You don’t need to start from scratch every time a new job gets approved. Just fill in the work details and you’re ready to send.
- Keeps jobs on track. A work order template ensures nothing slips through the cracks. From scheduled jobs to emergency repairs, you stay on top of every job detail.
- Looks more professional. A clean, organized work order shows customers you take your business seriously and builds confidence in your services.
- Improves team communication. Everyone consistently works from the same job details. Your crew knows when and where the work is happening and what to expect.
- Creates clear records. Work orders are handy for audits, answering customer questions, or resolving jobsite issues.
- Simplifies scheduled, recurring work. Templates make it easier to duplicate and tweak for repeat jobs.
FAQ
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A work order (also called a job order, service ticket, or work request) is a written record describing a job with an estimate that’s been approved, but hasn’t been started yet. It helps you manage job details, track work, and communicate clearly with customers and your team. Work orders can also be used within a company if one team or department needs another team to complete a job.
Here are a few examples of situations where a standard work order might be used:
• A plumbing business accepts customer service calls through their website’s work request form and schedules jobs as they’re requested
• A property manager asks their maintenance team to fix a tenant’s broken dishwasher
• A general contractor running a bathroom renovation project sends work orders to the plumbing and electrical subcontractors for their portions of the project
You can also use our free work order template as a change order form. This comes in handy when you need to reissue a work order due to required changes.
No matter how it’s used, a work order describes what work will be completed, how much it’ll cost, and what materials the job will require. It also includes contact information for the service provider and their customer, and both will receive a copy of the work order for their records.
Our editable service/repair/maintenance work order template makes it easy to customize and send professional-looking work orders for future jobs. It’s a great way to start any project, whether you’re just starting a service business or you’ve been in the industry for years. -
Your service work order should include:
• Work order number, start date, and end date
• Your business name, address, and contact information
• The customer’s name and contact details
• Products/services requested (e.g., repairing leaking pipes), including item description, quantity, and cost
• Estimated project amount, factoring in subtotal, any discounts, taxes, and tip
• Any notes about the requested work (e.g., installation instructions, safety guidelines) and your terms and conditions (e.g., scheduling, warranties)
• Space for the customer’s signature and today’s date
The words “work order” should also be visible in big letters. Your work order could look like an estimate or invoice, so it should be clear what this document is for. If you use a work order generator like this one, your work order will automatically include all the details you need.
Check out the work order sample below to see how yours should look:
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You can use a work order as a binding contract, but only if it includes a customer signature. A signature shows the customer has approved your estimate (like the one you can make using our estimate template) and is ready for you to proceed with the job. It also means that you agree to complete the contracting services listed in the work order.
(Need more clarity? Find out if quotes are legally binding.) -
Some businesses do use a work order as an invoice for customers. However, work orders and invoices are two different things:
• A work order describes a project that has been approved and still needs to be completed
• An invoice requests payment for services that have already been completed
You can use a service/repair/maintenance work order form as an invoice template as long as it includes the right information. An invoice should include a detailed service list, the date of service, the amount due, payment terms and methods, and other important task details. Or, to keep your records tidy, you can simply use our free invoice generator. -
While some people use the terms interchangeably, work orders and purchase orders serve different purposes.
A work order is created after a quote is approved. It outlines the timelines, who it’s for, what services/products are needed, and pricing. It’s often used internally to keep your team on track and organized from start to finish.
A purchase order is a document that a customer sends when they want to buy something. For example, if a customer books a pressure washing service through your website, that’s like placing a purchase order with you. Your business may also send purchase orders to vendors and suppliers when ordering tools and materials.
Here’s an easy way to remember: A work order tells your team what job to do, and a purchase order tells you what someone wants to buy from you. -
Paper-based work orders are often handwritten or printed forms used to track job details. They don’t require any devices—perfect if you prefer old-school pen and paper. But they’re easy to misplace, hard to update, and tough to keep organized, especially as your service business grows.
Digital work orders, on the other hand, are created and managed using software on your phone, tablet, or computer. They’re faster to access, easier to fill out, and keep your team organized. There might be a small learning curve, especially if you’re new to job management software, but the payoff is worth it.
Digital work orders are the way to go if you want to save time, reduce mistakes, and deliver a smoother, more professional customer experience. To make it effortless, try our customizable template to send work orders to customers or employees in minutes. -
Jobber’s job management software makes it easy for home service businesses to receive a work request and quickly meet customers’ needs. No more managing jobs with Microsoft Word, Excel, Google Docs, or Google Sheets—just create a job, assign it to your team, and access all of your job information with the click of a button.
Here’s what you can do with home service software like Jobber:
• Capture important details on the job site with job forms and checklists
• Easily schedule teams and reschedule jobs as needed on a drag-and-drop calendar
• Optimize service routes and check employees’ progress with GPS tracking
• Stay on top of payroll and reimbursement by letting employees track time and expenses
• Accept online bookings from new and existing customers through your website
• Save time on admin work, both in the office and on the job site with our field service mobile app
• Create professional estimates, work orders, and invoices with your logo and branding
• Keep customers informed before, during, and after the work with appointment reminders, on-my-way text messages, and job follow-ups.
• Convert job details into customer-friendly invoices
• Automatically follow up with customers on overdue payments
• Get custom automated reports on your jobs, clients, and business finances
Learn more about how Jobber can help you manage your home service jobs.
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