Guide
How to Create a Work Order Template
This guide shows you how to create a work order template so every request is captured consistently and you can prioritise and track work.
A work order template is a standard set of fields and structure used to create work orders. It ensures requesters and planners capture the same information every time, which makes prioritisation, assignment and reporting reliable.
In this guide:
- Why use a work order template
- Essential fields to include
- Optional fields for your process
- How to roll it out
- Frequently asked questions
Table of contents
Why use a work order template
- Consistent fields mean you can sort, filter and report on backlog and history.
- Requesters know what to fill in; planners spend less time chasing details.
- A template is the first step before moving to a CMMS or improving the one you have.
Essential fields
- Request or work order ID (unique reference).
- Date raised and requester (or source).
- Location, site or asset.
- Description of the work needed.
- Priority (e.g. low, medium, high, urgent).
- Status (open, in progress, completed, cancelled).
- Assigned to and due date.
Optional fields
- Category or work type (e.g. electrical, plumbing, HVAC).
- Completion date and notes.
- Parts or materials used.
- Labour time and cost.
- Signature or approval if required.
Rolling out the template
- ('id', 'rollout')
- ('heading', 'Rolling out the template')
- ('paragraph', 'Start with one team or location. Train requesters and assignees on the fields and the workflow. Use the template in a shared spreadsheet or in your CMMS. Review after a few weeks and add or remove fields based on what people actually use.')
Practical steps
- List the fields you need for prioritisation, assignment and reporting.
- Build the template in a spreadsheet or CMMS; keep it simple at first.
- Define who can create work orders and who assigns and closes them.
- Train users and run a pilot; refine the template from feedback.
- Make the template the single way work is requested and tracked.
Who should read this
Maintenance coordinators, facility managers and teams that still use ad hoc lists or email and want to standardise work orders.
Frequently asked questions
Can I use a work order template in a CMMS?
Yes. CMMS software typically lets you define default fields and required fields for work orders. Your template can map directly to those fields; many teams start with a spreadsheet template and then migrate to a CMMS with the same structure.
How many fields should a work order template have?
Start with the essentials: ID, date, requester, location/asset, description, priority, status, assignee, due date. Add more only when you need them for reporting or process (e.g. category, parts, labour). Too many fields can reduce completion.
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