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Work Order Templates

Work order templates, also known as change orders, are legal documents that detail and process an order to be completed. Work orders can be used internally within a company or when a business takes on an order (job) from a customer.

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What is a Work Order?

A work order is used for legal, documentation and processing purposes when an order is created. An order can be a job, a product, or even a service that is to be carried out by the party accepting the request. A work order is basically a one-page contract without all the difficult-to-read legal jargon. In fact, a work order should be as clear and precise as possible. If there is ever a dispute between a business and a customer, a work order can be used in the court of law to defend the business or to go after a customer for unpaid dues.

When a work order is completed, it can also be used to invoice the customer as all the information pertaining to the order and the amount due is already detailed. Once finalized, the work order should be recorded in the event a customer makes a claim in the future.

Work orders are most often used in the following situations:

  • Assigning a task with detailed instructions for completing a project
  • Taking an order from a client when needing a signature
  • Making a sudden change to an existing order/job

How to Make a Work Order (Process)

A work order can be made in any type of text editor such as Microsoft Word, Microsoft Excel, or by using online resources such as Google Docs and Google Sheets. The process of creating and submitting a work order is conducted in the following steps:

Step 1 – Client Makes a Request

The first (1st) step is when a client contacts a business or service provider to get an estimate for services through a work order. The client will make their request as detailed as possible in an effort to get an accurate estimate amount.

Step 2 – Service Provider Makes the Work Order

  • Download: Adobe PDF, Microsoft Word, Microsoft Excel
  • Export: Dropbox, Google Drive, OneDrive

The service provider will make a detailed proforma showing the costs for materials, labor, and any other costs in a line-by-line format. When the final amount has been calculated and the reviewed it should be submitted to the client.

Step 3 – Get the Client’s Approval

After submitting to the client, they will need to review and only after approval may the service provider begin on the work. In most cases, the client will be required to sign the work order and pay a deposit on the future work to be provided.

Step 4 – Complete the Job and Get Paid

The service provider is now permitted to complete the job and deliver the finished product to the client. Upon the client’s satisfaction, an invoice should be administered by the service provider and due immediately.

Late Payment – If the client is more than thirty (30) days late, fees may accrue and if not paid after ninety (90) days is recommended to send the outstanding balance to a collection’s agency.

  • Real Estate – If the service provider worked for a landlord, and payment was not made, they may be able to obtain a mechanic’s lien. A mechanic’s lien allows the service provider to be paid if the property sells and notifies the mortgagee that a claim has been made on the property.

How to Write a Work Order

For any type of service, job or project costing a high amount, a work order should be written. A general work order that most businesses can use will contain the following information in this guide. Feel free to use our work order template, or use these tips to create your own work order. You’ll need either Microsoft Word or Excel to create your desired work order.

Step 1 – Work Requested

The first part (or heading) to the work order is to collect the personal information of the customer along with detailed statement of the work requested. If the work requested is complicated or technical, the receiver should draft the details, however if the work requested is simple to understand, such as planting flowers for a landscaping job, then the customer may enter those details. Whether or not a security deposit was given prior to the start of the order, it’s important to note if a security deposit was paid.

Step 1 should include the following information:

  • Name, date, address, city, state zip, phone number
  • Work requested
  • Date approved by customer
  • Security deposit paid (yes or no)
  • A signature and date from the customer

Step 2 – Work Order Details

The second part of a work order is for the receiver to fill out which should be done throughout the progress of the order, starting with the start time and date.

Step 2 should include the following information:

  • Time started and completed (including AM or PM)
  • Date work is completed
  • Name of person completing (authorizing) work
  • Description of work completed (must be specific)
  • Products used on the job site

Step 3 – Payment

Work orders are specifically designed to ensure that the person or business offering their services is paid. The final part to a work order details the amount charged and the status of payment.

Step 3 should include the following information:

  • Amount charged for work completed
  • Status of payment
  • Amount paid
  • Check # (if paid by check)
  • A signature and date from an authorized associate

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