Work order template
A work order tells someone exactly what job to do. A clear one means fewer phone calls from site and fewer return visits. Print the template below, one per job.
Work order
Reference
| Work order number | |
|---|---|
| Date raised | |
| Raised by | |
| Priority | |
| Due date |
Client and site
| Client name | |
|---|---|
| Site address | |
| Contact on site | |
| Phone | |
| Access notes |
Job
| Description of work | |
|---|---|
| Materials or tools needed | |
| Assigned to |
Completion
| Work carried out | |
|---|---|
| Materials used | |
| Time spent | |
| Date completed |
Checks
- Before photos taken
- After photos taken
- Job finished
- Return visit needed
Sign-off
| Worker signature | |
|---|---|
| Client name | |
| Client signature | |
| Date |
On a phone, choose Save as PDF in the print screen.
What a work order is for
It is the instruction that sends someone to a job. It turns a phone call or email from a client into a written task with an address, a deadline and a person responsible. Many trades call it a job sheet or job card, and the bottom half often doubles as the record of what was done.
What each section should contain
- Reference: a work order number, the date raised and who raised it.
- Client and site: the address, the contact on site and their phone number, and how to get in.
- Job description: what needs doing, the priority and the due date.
- Assigned to: the person or crew, and any materials or tools they need to bring.
- Completion: work done, time spent, materials used and whether the job is finished.
- Sign-off: the worker's and client's signatures.
How to fill it in well
Write the description for someone who has never been to the site. Include the access code, where to park and which room the problem is in. A specific instruction such as "Replace leaking tap, upstairs bathroom basin" saves a call.
Give every work order a number and use it on the quote and invoice too. When a client calls about a job, the number finds everything at once. Ask for before and after photos on every order, so the office can see what was found and how it was left.
Paper or phone
Paper works for a one-person business with a few jobs a day. It starts to fail once several people are out at once, because the office cannot see what is done until the sheets come back. If you keep paper, photograph each completed sheet at the end of the job and send it in, so the office is not waiting for the van to return.
Mistakes to avoid
- No due date, so urgent jobs and routine ones look the same.
- Missing site contact details, which leads to a wasted trip.
- Changing the job by phone without updating the order.
- Paper orders that sit in the van for a week before reaching the office.
Questions
Can I do this on a phone instead of paper?
Yes. In JobProof you create a job with a due date, location pin, instructions and work list, then assign it to a crew member, who gets an alert on their phone.
Who should keep the signed copy?
The office keeps the original with the job, and the client gets a copy or a photo of it.