Free work order template for Word, PDF, and Google Sheets

Choose a field-ready Word form, print-ready PDF, formula-driven spreadsheet for Excel or Google Sheets, or a plain CSV. Every format follows the same maintenance work order from request and approval through assignment, labor, parts, cause, repair, and verified close-out.

Work Order ID

A unique reference for communication and history.

Priority and status

How urgent the work is and where it sits in the workflow.

Requester and location

Who reported the issue and where the technician should go.

Asset and problem

The affected equipment and the original symptoms.

Assignment and schedule

The responsible technician and promised work date.

Close-out fields

Completion date, labor, parts, and the permanent repair note.

Capture the symptom before the diagnosis

Keep the requester's original description, then let the technician add cause and repair details during close-out.

Use a small status set

Requested, approved, assigned, in progress, on hold, completed, and closed are enough for most teams and make backlog reporting consistent.

Close with useful history

Record the work performed, parts, labor, and follow-up need. That close-out becomes the starting point for the next repair on the same asset.

What should a maintenance work order include?

A work order should include a unique ID, requester, priority, status, location, asset, problem description, assignee, schedule, labor, parts, completion date, and close-out notes.

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

A request reports a need. A work order is the approved, assigned, and trackable record used to plan and complete that work.

Can I download this work order template in Word?

Yes. The DOCX is an editable two-page maintenance work order form designed for Microsoft Word and compatible document editors.

Is there a printable work order PDF?

Yes. The PDF uses the same request, planning, execution, parts, labor, and close-out sections in a print-ready layout.

Can I use the spreadsheet in Google Sheets?

Yes. Upload the XLSX to Google Drive and open it with Google Sheets. The workbook includes editable dropdowns, formulas, a print view, and reference lists.