Template
Free Work Order Template for Maintenance Teams
A work order template standardises how you capture, assign and track maintenance requests. Use this structure in spreadsheets or import it into a CMMS.
A work order template is a reusable structure that defines fields for request details, priority, assignee, due date, asset or location, and status. It helps maintenance teams avoid ad hoc forms and lost requests.
In this guide:
- Why this template matters
- What to include
- How to use it
- Who should use it
- Frequently asked questions
Table of contents
Why this template matters
- Work orders that follow a consistent structure are easier to prioritise and assign.
- A clear template reduces back-and-forth and ensures nothing is missed.
- When you move to a CMMS, a template helps you map your current process to the system.
What this template includes
- Request ID or reference number
- Date raised and requested-by
- Asset, location or site
- Description of work and priority (e.g. low, medium, high, urgent)
- Assigned to and due date
- Status (e.g. open, in progress, on hold, completed)
- Completion notes and parts used
- Signature or sign-off if required
How to use it
- Copy the template into a spreadsheet or CMMS. Add or remove columns to match your workflow.
- Train staff to log every request using the same fields so reports and backlogs stay meaningful.
- Review open and overdue work regularly; use status and priority to plan the week.
Who should use it
Maintenance coordinators, facility managers, field service dispatchers and small teams that still use spreadsheets or paper and want a clear structure before adopting software.
Frequently asked questions
What should a work order template include?
At minimum: a unique ID, date raised, requester, asset or location, description, priority, assignee, due date, and status. Optional: completion notes, parts used, and sign-off.
Can I use this template in a CMMS?
Yes. The structure maps to common CMMS fields. Tools like VectraManage let you create work orders with these fields and add custom fields as needed.
Is there a free work order template?
Yes. This page describes a free work order template structure you can use in spreadsheets or as a reference when setting up a CMMS.
Use templates inside VectraManage — work orders, assets and PM in one platform
See pricing Start free