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Maintenance work order template for facilities and property teams
Built for repairs and routine upkeep in buildings: a request source, asset or area, whether it's preventive or reactive, parts used and a close-out line for the supervisor.
- Prints clean in black and white
- CSV for Excel and Sheets
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Company
Maintenance work order
No. ______________
Customer
Customer name
Phone
Service address
Job details
Date requested
Scheduled date
Assigned to
Requested by
Job location / unit
Description of work
Maintenance details
Building / site
Room / area
Asset or equipment
Request received from
Materials and labor
| Qty | Item / part | Unit | Total |
|---|---|---|---|
Labor hours
Rate ($/hr)
Parts total ($)
Job total ($)
Notes
Completion and sign-off
Technician signature
Customer signature
Date
Reactive and preventive work belong on the same form
Maintenance teams split their week between fixing what broke and checking what might. Tagging each order as preventive, reactive, inspection or safety makes it easy to see later how much of your time goes to surprises.
A useful habit: when a reactive repair keeps recurring on the same asset, write it down. After three entries, you have evidence for a replacement budget.
Name the asset and area
"Boiler 2, basement mechanical room" beats "heating problem". It makes the order searchable and the history meaningful.
Record parts and time
Even rough numbers tell you what a recurring problem costs.
Close the loop
Have a supervisor initial completed orders. It takes seconds and keeps jobs from lingering in limbo.
Tired of re-typing the same details?
Keep these jobs in the free work order app instead. Assign a technician, set a due date and see what's overdue, without printing anything.
Template questions
What should a maintenance work order include?
The site and area, the asset, the type of work (preventive, reactive, inspection), a description, who's assigned, parts and labor, and a completion sign-off.
How do I schedule preventive maintenance?
On paper, keep a calendar of recurring tasks. In the app, Pro lets you set weekly, monthly or quarterly repeats that create the next order automatically.
Is there a digital version?
Yes. The maintenance work order software tracks the same fields in a searchable dashboard.
Can I download this template as a spreadsheet?
Yes. Use the CSV button to get the field names as a header row for Excel or Google Sheets.
Skip the paper next time
The same fields, in an app that tracks status, due dates and who has what.