Free work order template for equipment maintenance

The sections of the work order

• Header: order number, date, technician, customer or site, machine and fleet number, hour meter
• Reason for the job or reported fault
• Work carried out
• Parts and consumables: quantity and reference
• Start and end times, duration
• Machine returned to service: yes or no, and why
• Findings and follow-up required
• Signatures from the technician and the customer or manager

How to fill in a work order properly

1. Note the hour meter reading on arrival: it dates the job in the machine's life.
2. Describe the work in simple words the customer can understand.
3. List every part, even small ones: that's where costs go missing.
4. State clearly whether the machine can go back into service, and if not, why.
5. Have it signed on site: that's the proof the job was done.

What about a Word version?

The template is provided as a PDF so the layout stays identical when printed, whatever the computer. To adapt it in Word (your logo, a section, your terms), open the PDF from Word: recent versions convert it to an editable document. Then check the boxes and tables, as the conversion can shift them slightly.

If your orders are filled in on site and then re-entered in the office, an order filled in on a phone avoids the re-entry: see below.

And then

Copy the key points into the machine's maintenance logbook, and file the order with the machine's documents. For a rental company, the order also serves to justify a job to the customer.

The work order on a phone

With Trackary, the technician fills in their job report on mobile, even without a network, with photos. The report automatically joins the machine's history: no more re-entry in the office. Trackary does not handle invoicing; the report serves as the basis for your usual invoicing tool.