Free Work Order Template
This free work order template lets a small US service or maintenance business create a complete, printable work order in minutes: fill in your company, client, job, parts and labor online, then print it or save it as a PDF on US Letter paper and get it signed. No account, no watermark, no storage.
Built for HVAC, plumbing, electrical, landscaping, pest control and repair crews of one to fifteen technicians who still run jobs on paper but want a clean, consistent document.
| Description | Qty | Unit price | Amount | |
|---|---|---|---|---|
| $0.00 |
| Task | Hours | Rate | Amount | |
|---|---|---|---|---|
| $0.00 |
I authorize the work described above at the prices shown.
This template follows common field service practices. It does not replace the legal requirements of your state or trade.
How to use this template
- Fill in your company block once — name, address and phone appear at the top of every printed work order.
- Describe the job as a task, not a symptom. “Replace condenser fan motor” is a work order line; “AC not cooling” is a complaint. The technician needs the task, the asset, and its model and serial number to show up with the right parts.
- Price it before you go. Enter parts and labor lines and the tax rate for the job site, so the customer can authorize a real number, not an open check.
- Print it and get the signature before work begins. Then the same sheet collects the close-out: what was actually done, actual hours, parts used, and the customer’s acceptance signature.
What a work order includes (and why)
The structure of this template matches the consensus of field service practice, not a legal form: the header carries your company identity, the work order number and the issue date; a client and site block tells the technician where to go and how to get in; priority and status fields keep the office and the field on the same page — the standard scale runs four levels from emergency to low, and the usual lifecycle moves from requested through approved, scheduled, in progress, on hold and completed to closed.
The body separates what was asked from what was done. The work description names the asset and its serial number so the right equipment and parts are on the truck. Safety instructions — lockout/tagout points, required PPE — go on the form, not in a text message, because the person reading them on site may not be the person who took the call. Parts and labor are priced line by line with calculated subtotals, tax and total, because the signed authorization is only meaningful against a number. And the close-out block turns the same sheet into your record of completion, which is what you attach if an invoice is ever questioned.
Frequently asked questions
Is this work order template really free?
Yes. The template is free with no account, no trial, and no watermark. You fill it in online, then print it or save it as a PDF. An optional email field at the end lets you hear about new templates, and you can skip it.
Does my data get stored anywhere?
No. Everything you type stays in your browser tab. Nothing is saved to a server, no cookies are used for your form data, and reloading the page clears it. The only network request is the optional email signup you trigger yourself.
What should a work order include?
A work order should carry your company details, a work order number and date, the client and job site, the work requested, the assigned technician, any safety instructions, lines for parts and labor with prices, and a place for the customer to authorize the work and sign off on completion.
Can I use it on my phone at a job site?
Yes. The form works on a phone or tablet browser, so a technician can fill in the close-out section — actual hours, parts used, work performed — right at the job site, then print or send the PDF from the office.
What is the difference between a work order and an invoice?
A work order authorizes and describes the work before it happens, and records what was actually done. An invoice requests payment. Many small businesses turn the signed work order into the invoice by adding payment terms, because it already lists labor and parts.
I run an auto repair shop in California. Can I use this template?
No — California law fixes the content of your work order and invoice. Use the dedicated California auto repair page on this site instead, which follows the Bureau of Automotive Repair requirements. Never use a generic template for a California auto repair work order.
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