Guide
Work order example: every field explained
A completed maintenance work order names the equipment, says what needs to be done and by when, lists each task on its own line, records the materials used and leaves space for the people who did and approved the work to sign. The example below shows every field filled in, followed by what each field is for and how to write tasks that someone else can check later.
Example work order
Example — sample data. This is the same work order the work order generator loads when you select Load example. The tasks show the format only; they are not instructions for any real machine.
| Field | Value |
|---|---|
| Work order number | WO-1001 |
| Title | Sample: air compressor service visit |
| Asset | Shop air compressor (example) |
| Asset ID | AC-01 |
| Location | Bay 2 |
| Priority | Medium |
| Date | 2027-01-15 |
| Due date | 2027-01-22 |
| Assigned to | Technician name |
| Requested by | Maintenance lead |
| # | Task |
|---|---|
| 1 | Inspect belt condition and record findings |
| 2 | Drain condensate from tank |
| 3 | Check oil level and record reading |
| 4 | Replace intake air filter |
| 5 | Record operating pressure after restart |
| Material | Qty | Unit cost (USD) | Line total (USD) |
|---|---|---|---|
| Intake air filter | 1 | 18.50 | 18.50 |
| Compressor oil (quart) | 2 | 12.75 | 25.50 |
| Materials total | 44.00 | ||
Notes: Sample data for illustration only. Adapt tasks to the manufacturer's manual for your equipment.
The printed version adds an empty box next to each task and two blank signature lines: Completed by and Approved by, each with space for a signature and a date.
What each field is for
A work order is read twice: once by the person doing the job, and again weeks or months later by someone trying to understand what happened. Each field answers a question that second reader will have.
- Work order number: "Which job is this?" A unique reference lets you mention the job in a log entry, an invoice or a conversation without confusion.
- Title: "What was this about?" A short summary makes a list of work orders easy to scan.
- Asset, Asset ID and Location: "Which machine, and where?" Two machines of the same model can sit side by side; the asset ID removes the doubt.
- Priority: "How urgent was it?" Use the levels your team agrees on, and use them the same way every time.
- Date and Due date: "When was it raised, and when was it expected?" Together they show whether work is on time.
- Assigned to and Requested by: "Who should I ask?" Names make it possible to follow up.
- Tasks: "What exactly was supposed to be done?" One task per line makes it clear which steps were completed.
- Materials: "What was used, and what did it cost?" Quantities help with reordering; costs help with budgets.
- Notes: "Is there anything else I should know?" Context that does not fit elsewhere, such as access instructions.
- Signatures and dates: "Who confirms the work was done, and when?" A handwritten signature on paper records that a person checked the job.
Writing clear tasks
A task is clear when another person can tell whether it was done. A useful pattern is one verb, one object and, where it matters, what to write down:
- "Replace intake air filter" rather than "Filter".
- "Check oil level and record reading" rather than "Oil OK?".
- "Record operating pressure after restart" rather than "Test run".
Take the tasks themselves from the manufacturer's manual and your site's procedures. This guide is about how to write them down, not about which tasks a machine needs.
Common mistakes
- The asset is not identified. "Compressor" is ambiguous when you have two. Add the asset ID.
- Tasks are vague. "Service machine" cannot be ticked off with confidence. Split it into steps.
- There is no due date. Without one, nobody can tell whether the work is late.
- Materials have no quantity. A part name alone does not tell you how many to reorder.
- Signatures have no date. A signature without a date does not say when the work was confirmed.
What a work order does not do
A work order records what was planned and, once signed, that someone says it was done. It does not replace the manufacturer's manual, your site's safety procedures or the judgment of qualified people. A printed signature line is a space for a handwritten signature; it is not an electronic signature.
Create your own
Use the free work order generator to fill in these fields, then print the work order, save it as a PDF or download it as a CSV.