Templates
Maintenance work order form

Maintenance work order form

Document maintenance services, track materials and costs, and verify job completion with client approval.

Use this template
or download pdf
Maintenance work order form

Document maintenance services, track materials and costs, and verify job completion with client approval.

Use this template
or download pdf

The maintenance work order form improves how you document and track repair activities across your facilities. It brings structure to maintenance operations, capturing essential information about services performed, materials used, associated costs, and client approval in an organized document.

Proactive maintenance documentation saves money, with Marshall Institute reporting that reactive repairs cost two to five times more than proactive maintenance work. When equipment unexpectedly malfunctions on your production line, this form ensures comprehensive documentation of the repair process. You can then prevent similar issues and create a valuable maintenance history.

Related categories

Preview of the template
Work Order
Services
Click add for multiple services required
Description of Labor/Work
Costs
Materials
Click add for multiple materials
Description of Material
Quantity
Costs
Total Cost
Total Costs
Client Details
Name and Signature
Mobile Number and Email Address
Completion
I hereby confirm that all orders and requests have been completed.
Name and Signature of Technician
This template was downloaded 4 times

Frequently asked questions

How can you use the maintenance work order form to improve equipment reliability?

Document every maintenance interaction with your equipment using the work order form to build a comprehensive service history. By tracking recurring issues, parts replaced, and service intervals, you can identify patterns that signal potential failures. This data helps you develop targeted preventive maintenance schedules that address specific equipment vulnerabilities before they cause operational disruptions.

How do you calculate accurate labor costs on a maintenance work order form?

Multiply the technician’s hourly rate by the actual time spent on the task, including preparation, travel, diagnosis, repair, testing, and cleanup. For complex jobs involving multiple technicians, track each person’s time separately with their corresponding rates. Consider implementing minimum service charges for small jobs to cover operational overhead while remaining transparent about your pricing structure.

What should you do if the scope of work changes during a maintenance task?

Document the original scope on the work order, then add detailed notes about what additional issues were discovered and what additional work was performed. Contact the client or appropriate authority for approval before proceeding with expanded work. Create a clear record of who authorized the additional work, when it was approved, and any revised cost estimates provided.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.