Work Order: What to Include, How to Write One, and Common Mistakes

A work order is the document that turns a request into an action. It tells your team (or a contractor) exactly what to do, when to do it, and what resources they have. Skip the details, and you’ll get half-done jobs, budget overruns, and finger-pointing. This guide covers what every work order needs, how to write one in five steps, and the mistakes that cost you time and money.

What to Include in Every Work Order

Every work order should answer five core questions: who, what, when, where, and how. Here’s the checklist of fields you need:

• Work order number – A unique ID for tracking. Use a simple system like WO-2024-001.
• Requestor and contact info – Name, phone, email. Don’t assume the technician knows who asked for the job.
• Location or asset – Exact building, room, or equipment ID. For example, “Warehouse A, Unit 3 – HVAC unit #2.”
• Description of work – Be specific. Instead of “fix leak,” write “repair leaking pipe under sink in break room, supply line to faucet.”
• Priority level – Emergency, high, medium, low. This sets the response time expectation.
• Scheduled date and time – Or “as soon as possible” for emergencies.
• Assigned to – Person or crew responsible.
• Estimated hours and cost – Labor hours, material costs, and any special vendor charges.
• Required materials and parts – List part numbers or suppliers if known.
• Approval signature – Whoever authorizes the work. This is your budget gatekeeper.
• Status – Open, in progress, completed, or on hold.

Add custom fields for your industry. A construction work order might include safety requirements. A maintenance order might include last service date.

How to Write a Work Order in Five Steps

Writing a good work order isn’t hard—it’s about being thorough upfront. Follow these steps:

1. Start with the request. When someone reports a problem or requests a task, capture the basics immediately. Use a standard intake form or a simple email template. Don’t rely on memory.

2. Define the scope. Write a clear, one-paragraph description of what needs to happen. For example: “Inspect and clean the main electrical panel in Building B. Look for loose connections, corrosion, and overheating signs. Replace any damaged breakers. Report findings.” Avoid vague phrases like “check everything.”

3. Assign resources. List the person, the estimated hours, and any materials or tools they’ll need. If you’re using a contractor, include their contact and rate. This step prevents the “I didn’t know I needed a ladder” surprise.

4. Set a timeline. Give a specific due date and time window. For preventive maintenance, schedule it in advance. For emergencies, mark it as urgent and note the expected response time (e.g., “respond within 2 hours”).

5. Get approval. Send the draft to the person who controls the budget or the asset owner. They sign off, and the work order goes live. No approval = no work starts. This simple rule saves you from unauthorized spending.

Common Work Order Mistakes (and How to Avoid Them)

Even experienced teams make these errors. Here are the three biggest ones:

Mistake 1: Vague descriptions. “Fix the machine” tells the technician nothing. Result: they show up with the wrong tools, waste time diagnosing, and you pay for extra hours. Fix: Write what’s broken, what you’ve already tried, and what success looks like. Example: “Conveyor belt motor on Line 3 stops after 10 minutes. Resetting the breaker works temporarily. Needs motor replacement or repair.”

Mistake 2: No cost estimate. You approve a work order, the tech starts, and then the bill is triple what you expected. Fix: Always include an estimated cost—labor hours multiplied by rate, plus materials. For complex jobs, require a quote before the work order is approved. If costs go over 10%, require a change order.

Mistake 3: Ignoring the “closed” step. A work order isn’t done when the work is finished. It’s done when someone confirms the result. Fix: Add a completion field. The assigned person marks it done, and the requestor signs off. This catches half-finished jobs and ensures you have a record for future reference.

Work Order vs. Purchase Order: Know the Difference

A work order authorizes labor and tasks. A purchase order authorizes buying goods or services. They often go together. For example, a work order says “replace HVAC filter,” and the purchase order buys the filter. Keep them separate in your system. A common mistake is using a purchase order as a work order, which leaves out the task details. Use both when needed, but don’t confuse their roles.