Work order template

Short answer

A work order authorises specific work for a specific crew or subcontractor. It needs a work order number, the job and site details, site access instructions, the scope broken into a task checklist, materials supplied versus required, scheduled date and expected hours, safety notes, a completion checklist with photo requirements, and sign-off lines for the crew lead and the client or site contact.

A work order is the difference between a crew that knows exactly what to do and a crew that calls you four times. This one covers scope, access, materials, hours and sign-off on a single page. Free PDF and spreadsheet.

What is in the template

Work order header

  • Work order number and date issued
  • Project name and job number
  • Site address and access instructions (gate codes, key location, parking)
  • Site contact name and phone
  • Assigned crew or subcontractor

Scope and task checklist

  • Task list with tick boxes
  • Sequence and dependencies
  • Specifications, finishes or model numbers
  • What is explicitly not in this work order

Materials and equipment

  • Materials supplied by contractor
  • Materials the crew must collect or supply
  • Equipment and tools required
  • Delivery date and drop location

Schedule and hours

  • Scheduled start date and time
  • Estimated hours or duration
  • Actual start and finish times
  • Crew members on site

Safety and site conditions

  • PPE required
  • Known hazards on site
  • Utility shut-off or lockout requirements
  • Property protection required

Completion and sign-off

  • Completion checklist
  • Before and after photos required
  • Materials used and leftover
  • Issues found and reported
  • Crew lead signature and date
  • Client or site contact signature and date

Spreadsheet columns

How to use it

  1. Write the scope as a checklist, not a paragraph, so completion is unambiguous.
  2. Always include access details, most wasted trips are a locked gate.
  3. State who supplies which materials to avoid two people buying the same thing.
  4. Require before and after photos as part of completion, not as a favour.
  5. Collect the site contact signature on completion, it closes disputes before they start.

Frequently asked questions

What is a work order in construction?

A document that authorises a specific crew or subcontractor to perform defined work at a specific site and time. It carries the scope checklist, materials, schedule, safety requirements and sign-off, and it is separate from the client-facing contract or estimate.

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

A job or project is the whole engagement; a work order is one unit of work within it assigned to one crew or sub. A single project typically generates many work orders across trades and phases.

Should subcontractors sign the work order?

Yes. A signed work order establishes what was authorised, at what price and by when, which matters when a sub invoices for something outside the agreed scope.

Summary

A free contractor work order template from WinkScope in PDF and CSV, no signup. It includes a work order number, project and site details with access instructions, assigned crew or subcontractor, a task checklist scope, materials supplied versus required, scheduled date and estimated versus actual hours, safety and hazard notes, a completion checklist with photo requirements, and signature lines for the crew lead and site contact.