Work order template
A work order with the job description, location, requested by, materials, labor and completion sign-off.
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Site safety rules come first
Special instructions are what you want the crew to read before starting. They do not replace your company's safety program, permits or a job hazard analysis. For outside contractors, keep a signed contract or purchase order alongside the work order.
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Work Order
| Approved by |
| Job | Build and install retail display shelving | ||
|---|---|---|---|
| Work order # | WO-2026-1012 | Date issued | October 12, 2026 |
| Requested by | Jordan Lee, Store Manager, (555) 010-0000 | ||
| Assigned to | Sam Park, Fabrication, plus 2 crew | ||
| Due date | October 20, 2026 | Priority | High |
| Location | Northwind Outlet, 1st floor sales area, 1200 Congress Ave, Austin, TX | ||
| Description of work | 1. Build the shelving units to drawing A-12, revision 3 2. Paint, then allow 48 hours to cure; photograph each unit for inspection 3. Deliver and install after store close (9 pm or later) 4. Level and anchor each unit, then get the store manager's sign-off |
|---|---|
| Special instructions | 1. Painting only in the spray booth with ventilation running 2. Two people on every install, safety shoes and gloves required 3. If field measurements differ from the drawing by more than 1/4 inch, stop and call the requester |
| # | Material | Qty | Unit cost | Amount |
|---|---|---|---|---|
| 1 | Wall shelving unit, 72 x 18 x 84 in, white | 4 | $385.00 | $1, |
| 2 | Island display, 48 x 36 x 36 in, locking casters | 2 | $290.50 | $581.00 |
| 3 | Price tag rail, 72 in, clear | 20 | $6.25 | $125.00 |
| ย | Materials total | $2, | ||
| Labor | Hours | Rate | Amount |
|---|---|---|---|
| Sam Park | 16 | $45.00/h | $720.00 |
| Crew (2) | 24 | $32.00/h | $768.00 |
| Labor total | $1, | ||
| Estimated total | $3,734.00 Materials plus labor, before tax |
|---|
Completion
| Work completed by | |
|---|---|
| Name | Sam Park, Fabrication, plus 2 crew |
| Date completed | ย |
| Signature | ย |
| Accepted by | |
|---|---|
| Name | Jordan Lee, Store Manager, (555) 010-0000 |
| Date | ย |
| Signature | ย |
How to use it
A work order should let the crew finish the job without calling you back. Fill in who asked for the work, who is doing it, where, and by when, then describe the work one step per line. Add materials with a quantity and unit cost in dollars, and labor as "name | hours | rate"; the tables total each part and the estimated total adds them together.
The completion block at the bottom has a signature column for the person who did the work and one for the person accepting it. Print it, or download the DOCX and sign on screen.
Things to watch
Special instructions are a reminder, not a safety program. Hazardous work still goes through your company's permit, lockout and inspection steps. If the job goes to an outside contractor, send a purchase order or contract as well, since a work order alone is not a payment agreement.
Calculators that go with this
Frequently asked questions
How do I number work orders?
There is no rule. Year plus a running number, like WO-2026-1012, is common. Leave it empty if you do not track them.
What if several people work on the job?
List each person or crew on its own labor line with their hours and rate. In the completion block, the lead signs for the crew.
How many sign-off boxes do I need?
Match your company's approval chain. A small team often uses one box for the manager. Larger companies add Reviewed by and Approved by. Pick None if approvals happen by email and you only need the body of the form.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.