Maintenance Work Order Form

Who this is for

A work order goes one way: somebody raises it, somebody else is given it, and it comes back signed. This form carries all three — who asked and when, the priority and target date, who it went to, and what was actually done and what it cost.

Facilities and maintenance teams, site and premises managers, housing and property officers, and anyone who issues work to an in-house team or a contractor.

What this helps you track

• Who raised the order, when, and against which asset or location
• The priority and target date agreed when it was raised
• Who it was assigned to and when they picked it up
• Each task on the order, ticked and dated as it is completed
• Labour and materials totalled, then signed off by whoever accepts the work

How to use it

1. Fill in the order number, who raised it, the date, and the location or asset it is against.
2. Tick the priority your own system uses and write the target date beside it — the form supplies no response times, because yours are set by your policy or contract.
3. Assign the order: name the person or contractor, and note the date they were given it.
4. List the tasks. Whoever does the work ticks each one off with the date, and enters the labour hours and rate and the materials used.
5. Check the totals, note anything outstanding, and have the order signed off by the person accepting the work back.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How is this different from a maintenance request log?

The log is the running list of everything reported at one site. This is one order off that list — issued to a named person, with tasks, hours, materials and a sign-off. Raise the request in the log, issue the work on this.

What priorities should I use?

Whatever your organisation already uses. The tick boxes are labelled plainly and there is a blank line for your own wording; no response time or deadline is attached to any of them here, because those come from your policy or your contract.

Can I issue one to an outside contractor?

Yes. Write their firm in the assigned-to field and hand them a copy; their hours and materials go in the same tables. The subcontractor payment sheet is the better fit if you are agreeing deductions or retention.

What if the work cannot be completed?

Leave the task unticked, write why in the notes, and set a new target date. The summary counts completed tasks against the total, so a part-finished order is obvious at a glance.