Every field on the form, and what it is for
This is the complete field list of the form above — 20 fixed fields, generated from the same document model the generator and the PDF use, so the table cannot fall out of step with the form it describes. Nothing here is decoration: drop a field and you lose a specific ability. Drop the number and you cannot reference the job. Drop the asset and you cannot build a repair history. Drop the signature and you cannot defend the invoice.
| Field | What it does |
|---|---|
| WO number | The unique ID everything else hangs on. Auto-assigned, sequential, editable to match your existing series. |
| Date issued | When the job was authorized. Starts the clock on any response-time commitment. |
| Date needed | The deadline the requester or contract sets. Blank is a legitimate answer; vague is not. |
| Date completed | Filled at close-out. The gap between needed and completed is the only honest measure of your backlog. |
| Priority | Low, Medium, High, or Emergency — and the words must mean something specific in your shop, or the field ranks everything High. |
| Requested by | Who reported the problem. Names the person to call with a question and to notify at close. |
| Requester contact | Phone or extension. The single field that most often saves a wasted trip. |
| Assigned to | The tech or crew accountable for the work. Assigned to 'the shop' is assigned to nobody. |
| Assignee contact | How dispatch reaches the tech on this job. |
| Location | Where the work happens, specific enough that a new tech finds it: building, floor, unit, room. |
| Asset / equipment | The specific unit, with its tag or serial. This is the field that turns a pile of work orders into a repair history. |
| Description of work | Symptom, findings, work performed, verification. The field that carries the most weight and the one most often written as three words. |
| Notes | Everything that isn't the work itself: access, safety, parts on order, what you recommended and they declined. |
| Company name | Yours, on the document header. Remembered between work orders. |
| Company phone | Header contact detail for the customer's copy. |
| Company email | Header contact detail for the customer's copy. |
| Company address | Header detail; also what makes the PDF usable as billing backup. |
| Logo | Optional image in the header. Renders in the on-screen document and the downloaded PDF. |
| Tax rate | Applied to the parts + labor subtotal. Leave at zero for internal work orders that never get billed. |
| Authorization block | Signature and date line at the foot. Turn it off for internal jobs; leave it on for anything you intend to invoice. |
The two tables that repeat
Parts and labor sit in separate tables on purpose. Parts cost tracks your suppliers and your stockroom; labor cost tracks your crew and your estimates. Keeping them apart on every form is what makes the roll-up questions answerable a year later — what this asset really costs, which jobs eat the hours, whether it is time to replace instead of repair.
| Column | What it does |
|---|---|
| Part / material | What was consumed, named the way your supplier and your stockroom name it. |
| Qty | How many. Multiplied by unit cost for the line amount. |
| Unit cost | Per-unit price. Keep it your cost or your billed price consistently — mixing the two is how margins get lost. |
| Task | One line per distinct piece of work, not one line for the whole visit. |
| Hours | Time on that task, including setup and cleanup. |
| Rate | Hourly rate for that task. Separate lines let a helper rate and a tech rate coexist honestly. |
What the same form looks like across 13 trades
The form does not change by trade; what fills it does. This site keeps 13 worked examples — one per trade — each preloaded into the same generator with a real-shaped job. Added up, those 13 sample work orders carry 39 parts lines and 34 labor lines totalling 50.95 hours and $6,285 of work, and 63% of that value is labor ($3,954) against 37% parts ($2,331). That ratio is the practical argument for the labor table: on a typical service work order the hours, not the materials, are most of the number — so a form that itemizes parts carefully and lumps labor into one line is itemizing the smaller half.
The average sample job runs 3.92 labor hours. That is the shape of a service call, and it is why the labor table defaults to a handful of lines rather than one: even a two-hour visit usually splits into diagnose, repair, and verify, and a form that records those separately tells you where the time actually goes.
Fill it in online, or print it blank
Use the form above when you want a finished document now: it assigns the number, does the parts and labor math, remembers your company details, and outputs a real vector PDF. Use the printable work order forms — Word, Excel, print-and-fill PDF, plus a WO log spreadsheet — when the clipboard rules the shop floor. Most teams run both: paper in the van, generator in the office. If you want the plain blank version with nothing preloaded, the free work order template opens empty.
One form does not fit every stage of the job, though. Before any of this there is usually a report from someone who is not going to do the work — and that belongs on a work order request form, which asks for 7 of the 20 fields above and leaves the rest to whoever triages it. For the vocabulary around all of it — work request, work order, purchase order, invoice — see what is a work order.
Work order form FAQ
What is a work order form?
A work order form is the document that authorizes one job and then records it. It captures 20 fixed details — the WO number, the dates, priority, requester, assignee, location, asset, description, and the authorization block — plus a parts table and a labor table that repeat a line per item. Filled in, it is both the permission to do the work and the proof it was done.
What should be included on a work order form?
At minimum: a unique number, the date issued, who requested it, who it is assigned to, the location and the specific asset, a description written as symptom → findings → work performed → verification, parts with quantities, labor with hours, and a signature. Anything less and you cannot reference the job, build an asset history, or defend the bill.
Is this work order form free to use?
Yes. Fill it out above and download a numbered PDF with no account and no trial. Free PDFs carry a small credit line at the foot; optional Pro removes it. The blank printable Word, Excel, and PDF versions are free too and unlock with an email address.
Can I print a blank work order form instead of filling it in online?
Yes — the printable pack has the same form as a print-and-fill PDF, an editable Word document, an Excel version whose totals calculate, and a work order log spreadsheet for keeping the numbering straight when the forms live on clipboards.
How do I number work order forms?
Sequentially, from one register, assigned before the form is filled in. The generator above starts at WO-1001 and increments in your browser; on paper, take the next row of the WO log spreadsheet and its number. The rule that matters is that a number is never reused and never skipped without a note.
What is the difference between a work order form and a work order request form?
The request form comes first and is filled in by whoever has the problem — a tenant, an operator, a customer. The work order form is what the person who accepts that request creates: it adds the number, the priority, the assignee, and the cost lines. A request asks; a work order authorizes.