# Work Order

> A formal request that describes a maintenance task — what needs doing, on which asset, by whom, when — and tracks it from creation to completion.

Canonical URL: https://maintenease.com/learn/work-order

## Definition

A work order is the unit of work in maintenance. It captures a task to be performed — replace a belt, repair a leak, inspect a panel — along with the asset, the assignee, the priority, the due date, and any parts or instructions needed. Once complete it becomes the permanent service record for that asset.

## Anatomy of a good work order

At minimum: a clear title, the asset it relates to, the location, the priority, the requester, the assignee, a description of the problem or task, and a due date. Better work orders also include attached photos, parts needed, estimated time, a checklist of steps, and required signatures. The richer the work order, the less time technicians spend asking clarifying questions in the field.

## The work order lifecycle

Most teams use four to six statuses: Requested → Approved → Assigned → In Progress → On Hold → Completed → Closed. Approval is optional but useful for cost control. 'On Hold' captures waiting for parts or vendor availability, which is critical for honest reporting on technician utilization.

## Reactive vs preventive work orders

Reactive work orders are created when something breaks. Preventive work orders are generated automatically by the CMMS from a schedule. Inspection work orders capture rounds and checklists. Healthy teams track the ratio between these three — it is the simplest indicator of whether maintenance is in control of its workload.

## FAQ

### What is the difference between a work order and a work request?

A request is what an end user submits ('the printer is broken'). The maintenance team triages it, and if it is valid, converts it into a work order with priority, assignee, and due date.

### How long should a work order stay open?

Set the target from risk, priority, required response time, parts and access constraints, and the service promise. Review backlog age in meaningful bands, but do not apply one universal seven- or 30-day rule to every asset and work type.

## CMMS software and comparisons

- [work order software](https://maintenease.com/solutions/work-order-software)
- [free maintenance work order template](https://maintenease.com/templates/work-order-template)
- [modern work order management guide](https://maintenease.com/blog/the-ultimate-guide-to-modern-work-order-management-in-2026)

## Related

- https://maintenease.com/learn/cmms
- https://maintenease.com/learn/preventive-maintenance
- https://maintenease.com/learn/facility-maintenance