What is a Work Order?
A work order is a form of work procedure structure, parts, and accessories used during this work. In this form, a task or job that needs to be work. This form records the maintenance of the machine in the industry and works at the site in construction.
What is a Maintenance Work Order?
A Maintenance Work Order is a formal document or digital record used to initiate, document, and track the maintenance, repair, or servicing of equipment, facilities, or infrastructure. It serves as a communication tool between different departments, such as operations, maintenance teams, and management. To ensure that maintenance tasks are completed efficiently and systematically.
Example of a work order
Maintenance of the machine and installation of the new machine in the production system. Work on equipment with details of checkable points and work procedures. This is a strong example of a work order.
In these examples, everything is preplanned and the work order is a preplanned document to perform these works.
Maintenance Work order format and its sections
You can divide this form into different sections for understanding and effective use. As shown in this image, all sections are necessary and important to make this an effective template document that fulfills your needs which you want to mention on it. The maintenance forms are downloadable and printable.
Section #1 (Production + Engineering management )
This section is only about the nature of the work: This section has the type of maintenance and nature of the work.
Schedule Date and Time: The timeline for when the work should be performed. Work Order Number is a unique identifier for tracking and reference. Requestor information is the person or department requesting the work. This Section is designed for the cooperation of both the production and engineering departments.
Equipment or Location Details: Specifies where the maintenance is to be performed or which asset needs attention.
The department where the machine is installed or work to be done like the production department.
The department which needs to work on machines like Electrical and Mechanical.
Priority Level: Indicates urgency (e.g., low, medium, high).
Section #2 (Engineering Management)
This section is about how Deputed Workers are only dependent on Engineering Management. Assigned personnel: to the technicians or teams responsible for completing the task. The person in charge of the department knows the ability of the worker who works under his supervision. In charge deputed the task-related skilled worker for completion of the task.
Section #3 (Engineering Management + EHS/HSE)
Before starting work check the power sources and cut them off. Ensure the engineering management person cuts off all power sources before beginning work.
Section #4 (Engineering Management + EHS/HSE)
This section is about safety checks in the form of PPEs. The EHS department checked the list of PPEs (Personal Protective Equipment) used during the completion of the task.
Section #5 (Workers Responsibilities)
This section is about machine parts that need to be checked. The description of the Task is a detailed explanation of the maintenance work needed. Details and description of all work in case of checklist one by one checking and fault rectification is the duty of deputed worker.
Section #6 (Workers’ Feedback about Work)
The workers completed the task after checking all the mentioned points in the work detail section. They know about the condition and faults of each part. They should write the details about work done in feedback for the next work plan and keep the record.
Section #7 (Signature evidence about work)
After completing the task, seniors check it and make a signature on the form. Completion Status: A field to document progress or mark the task as completed. Approval Section: Signatures or digital approvals from supervisors or managers.
Possible Section (Engineering + Store Management)
Some templates include this section for better and more effective communication. Materials and Tools Required: Any parts, supplies, or equipment needed for the job. This section of the spare parts store records spare parts consumed during the completion of the work.
Like machine parts that changed due to being out of order or rusty issued from spare parts store.
Types of Work Order
industry type in this document.
1. According to Time
- Daily Work Order
- Weekly Work Order
- Monthly Work Order
- Yearly Work Order
2. According to Job
- Fulltime
- Part-Time
- Casual
- Fixed-term contract
- Apprenticeship
- Traineeship
- Internship
3. According to Need
- Corrective Maintenance Work Order
- Preventive Maintenance Work Order
- Fortnightly Maintenance Work Order
Purpose
The purpose of this form is to manage the work with the cooperation of different departments. Work orders are effective for these points.
- Ensures clarity in communication and task delegation.
- Tracks the history of maintenance activities.
- Enhances resource planning (tools, personnel, and materials).
- Improves asset reliability and minimizes downtime.
- Provides documentation for compliance and audits.
Maintenance Work Order Template
Here are some Maintenance Work Order samples that you can easily download and print for your further use.
Here are some templates you can design for yourself. And use them in your work routine in industry and construction work. This is the printable maintenance work order.
You can download these Templates by clicking on the download button.
How do you manage your work?
Based on your industry, site, and work conditions, you can design this form for effective use. When you design a work order form for your desired work, you should know everything about your work.
Work Order Management
The management of this form is the only duty of the Engineering Department to make it the record of work. So much software on the market to manage this type of form. Some companies have their own ERP system to manage these works and keep the records.
Work order vs work permit
Here are some differences between work orders and a work permit although both documents are part of the Lock Out Tagout work procedure.
| Work Order | Work Permit |
|---|---|
| This document is part of the Lock out Tag out work procedure | This document is also part of the lockout tagout work procedure |
| Work orders are decided after cooperation with the production department | Work permit decided by the on-duty responsible engineering person |
| Work order is an earlier step to work | The work permit is a post-step to work |
| A work order is a document that authorizes and details a specific task or set of tasks to be completed. It is essentially an instruction or request for work to be carried out. | A work permit is a document that grants permission to perform a specific type of work, especially when it involves potential hazards or requires adherence to strict safety regulations. |
| It is used for routine maintenance, repair jobs, installation, or any task that needs to be tracked and managed. | This includes details such as the nature of the work, location, potential hazards, safety measures, required protective equipment, emergency procedures, and the duration for which the permit is valid. |
| Includes details like the nature of the work, location, time frame, materials needed, labor requirements, and any special instructions or specifications | Includes details like the nature of the work, location, potential hazards, safety measures, protective equipment required, emergency procedures, and the duration for which the permit is valid. |
| Issued internally within a company by a manager or supervisor to a technician, maintenance team, or service provider. | Issued by a safety officer, site manager, or any authorized personnel responsible for overseeing safety compliance. |
Organizations often use Computerized Maintenance Management Systems (CMMS) to create, manage, and store work orders electronically for improved efficiency and tracking.