Work order generator

What this tool does

The work order generator turns a short form into a one-page maintenance work order. It lists the equipment, the tasks to do, who requested and who is assigned the work, any materials, and two blank signature lines. You can print it, save it as a PDF from your browser's print dialog, or download it as a CSV file to keep with your records. You do not need an account.

Who it is for

It is built for small maintenance teams that track work on paper, in spreadsheets or in text messages and want a clear, consistent document for each job. A work order gives the person doing the job a written list of what to do, and gives whoever reads it later a record of what was planned.

Fields explained

• Work order number: your own reference, such as WO-1001. The tool does not number orders for you, so use the scheme your team already has.
• Title: a short summary of the job.
• Priority: Low, Medium, High or Urgent, as your team defines them.
• Date: the day the work order is created. It starts as today's date on your device.
• Due date: when the work should be done. It cannot be earlier than the date.
• Asset name, Asset ID and Location: which piece of equipment the work is for and where it is. A stable asset ID makes it easier to find the history later.
• Assigned to and Requested by: the people responsible for doing and asking for the work.
• Tasks: one line per task. Each task prints with an empty box to tick by hand. You can move tasks up or down and remove them.
• Materials: parts or supplies, with a quantity and an optional unit cost in US dollars. The tool adds up the line totals for you.
• Inspection checklist: items to check during the job. Each one prints with empty boxes for OK, Needs attention and N/A, to mark by hand. Write the items from the manufacturer's manual or your site's procedures.
• Notes: anything else the person doing the work should know, up to 5,000 characters.
• Page size: Letter or A4, to match your paper.

Example

Select Load example to fill the form with sample data. It shows work order WO-1001 for a shop air compressor, with five tasks and two materials: one intake air filter at USD 18.50 and two quarts of compressor oil at USD 12.75 each. The materials total is USD 44.00 (1 × 18.50 + 2 × 12.75).

This is sample data only. The tasks are there to show the format, not to tell you what to do on your own equipment.

How to save a PDF

1. Choose Letter or A4 under Page size.
2. Select Print or save as PDF.
3. In the print dialog, pick Save as PDF (the name varies by browser) as the destination.
4. If your browser adds its own headers and footers, such as the page address and date, you can turn them off in the dialog's settings.

Only the work order prints. The form, the site header and this page's text are left out.

Limits

• Nothing is saved. If you reload or close the page, the form is cleared. Download a CSV or save a PDF to keep a copy.
• Signature lines are for handwritten signatures. They are not an electronic signature, and the tool never fills them in.
• You decide the tasks. Write them from the manufacturer's manual for your equipment and your site's procedures. This tool does not say what maintenance a machine needs or how often.
• A checklist is a record, not a certificate. A printed checklist documents what was checked; it does not certify that the equipment is safe.
• It is not a safety procedure. Work on equipment with stored energy needs procedures and training of its own; see OSHA's guidance on the control of hazardous energy for context. A printed work order does not replace that, nor qualified people.

Your data

Everything you type stays in your browser. The PDF and CSV are created on your device, and nothing you enter is sent to a server.

Next steps

• See a complete work order example with every field explained.
• Keep a running record of the work done on each machine with the equipment maintenance log.