Work Order Templates
Three work order formats for different contexts — General Work Order, Maintenance Work Order, and Field Service Work Order — each structured to authorize, track, and document work with full accountability.
General Work Order
Best for: any internal or external work authorization across departments, facilities, or contractors
Document Header
Work Order # [WO-YYYY-001] | Date Issued: [Date] | Priority: [Urgent / High / Normal / Low]
Requestor
Name: [Name]
Department: [Department]
Phone/Email: [Contact]
Assigned To
Worker/Team: [Name]
Company: [If external]
Contact: [Contact]
Work Description
[Describe the work to be done in specific, actionable terms. Include location, any relevant asset ID, and the acceptance criteria for completion.]
Materials & Resources
• [Material/tool 1] — Qty: [N] — Est. Cost: [$X]
• [Material/tool 2] — Qty: [N] — Est. Cost: [$X]
• Estimated labor hours: [N] at [$X/hour] = [$total]
• Total estimated cost: [$X]
Schedule & Authorization
Start date: [Date] | Required completion: [Date]
Authorized by: ________________ [Name, Title] Date: ________
Completion (filled on job close)
Completed on: ________ | Actual cost: $______ | Worker sign-off: ________________
Completion notes: [Any notes on what was done, issues encountered, or follow-up needed]
Maintenance Work Order
Best for: facilities teams, property managers, and operations teams managing assets and equipment
Document Header
Maintenance Work Order # [MWO-001] | Type: [Preventive / Reactive / Emergency] | Facility: [Location]
Asset Details
Asset name: [e.g., HVAC Unit 3] | Asset ID: [Asset tag / serial] | Location: [Building / Floor / Room] | Last serviced: [date]
Fault Description / Maintenance Task
[Describe the fault reported or the preventive maintenance task to be performed. Include any error codes, symptoms, or previous service history relevant to this job.]
Service Record (on completion)
• Work performed: [description of actions taken]
• Parts replaced: [part name, part number, quantity, cost]
• Root cause identified: [Yes / No — description]
• Follow-up required: [Yes / No — description and next scheduled service date]
Field Service Work Order
Best for: service businesses sending technicians or field workers to client sites
Document Header
Field Service Work Order # [FSW-001] | Client: [Name] | Service Address: [Address]
Service Details
Service type: [Installation / Repair / Inspection / Maintenance]. Technician: [Name]. Scheduled: [Date, Time window]. Estimated duration: [N hours].
Job Description
[Detailed description of work to be performed at the client site. Include any special instructions, access requirements, safety considerations, or specific client requests.]
Billing Summary
Labor: [N hours @ $X/hr = $Y] | Parts/Materials: [$Z] | Trip charge: [$X] | Total: [$total]
Client Sign-Off
I confirm the above work was completed to my satisfaction.
Client signature: ________________ | Date: ________ | Print name: ________________
How to Use These Templates
Assign a unique work order number
Number every work order sequentially (e.g., WO-2026-001). This single habit makes it possible to track, reference, and audit any piece of work later. Link work orders to invoices, projects, and vendor payments.
Specify acceptance criteria upfront
What does "done" mean for this job? Define it before work starts. "Fixed" is not an acceptance criterion. "System operates without error for 48 hours after repair" is.
Require sign-off before closing
Never close a work order without both the worker sign-off (confirming what was done) and an authorizer or client sign-off (confirming it was done correctly). This protects both parties.
Track actual vs. estimated costs
Every work order should compare estimated versus actual cost and labor. Over time, this data helps you price more accurately and identify where jobs consistently run over budget.
Customize in Dewx
Inside Dewx, tell Dew: "Create a work order for [task description] assigned to [worker name]. Priority is [high/normal], start date is [date], and budget is [$X]." Dew generates the work order, assigns it in OPS Hub, notifies the worker, and tracks completion and costs automatically against your project or client account.
Related Templates
Frequently Asked Questions
What is a work order and when should you use one?
A work order is a formal authorization document that describes a specific task, who is authorized to perform it, the materials or resources required, the timeline, and the cost. Use work orders whenever work is being authorized — especially for maintenance, repairs, facility work, subcontractor assignments, or any task where accountability and cost tracking matters.
What should a work order include?
A complete work order includes: a unique work order number for tracking, requestor name and department, description of work to be performed, location or asset involved, priority level, assigned worker or contractor, materials needed, estimated cost and labor, start and completion dates, sign-off fields for both the authorizer and the worker, and completion notes once the job is done.
What is the difference between a work order and a purchase order?
A work order authorizes someone to perform a task or service — it is about labor and work execution. A purchase order authorizes the purchase of specific goods or services from a vendor — it is about procurement. Many projects require both: a work order for the internal team and a purchase order for external materials or contractors.
How does Dewx help manage work orders?
Dewx OPS Hub manages your entire work order workflow. Dew can generate work orders from requests, assign them to team members or contractors, track completion status, log materials and labor costs, and generate work order reports for invoicing or cost analysis. Work orders are linked to the relevant project or client in CX Hub for complete traceability.
Work Orders, Fully Tracked
Simple, Transparent Pricing
Starting at $29/mo for solopreneurs. $79/mo for teams. All features included.
View pricingEvery Job, Authorized and Tracked
Dew generates work orders, assigns workers, tracks costs, and manages completion — so nothing gets done without authorization and everything gets documented.
Try Dewx FreeAuthorize Every Job. Track Every Dollar.
Dewx manages your entire work order workflow from request to completion — generating orders, assigning workers, tracking costs, and documenting sign-offs automatically.