Work Orders · Free Templates

23 Contractor Work Order Templates for Field Crews

By the BuildFolio Team · Last updated September 28, 2026

Copy a work order for HVAC, roofing, plumbing, landscaping, electrical, handyman work, and other common jobs. Each example includes editable placeholders for scope, materials, schedule, safety notes, and completion details.

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TL;DR — Contractor Work Order Templates

What: 23 editable examples for service calls, installations, maintenance, emergency work, specialty jobs, and landscaping. How to use them: Copy one template below or download the complete text file. Replace every {{placeholder}}, remove steps that do not apply, and add the requirements for your trade, contract, jobsite, and jurisdiction before issuing a work order.

Download All 23 Templates

Create a plain-text file from the 23 templates shown on this page. Nothing is submitted, and no email address or account is required.

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Complete Work Order Template Library

Organized by job type and trade. Jump to any category:

Service Call Work Orders

5 templates

HVAC no-cool, plumbing leak, electrical trip, appliance repair, diagnostic visits.

Installation Work Orders

5 templates

Full system installs, fixture replacement, panel upgrades, equipment commissioning.

Landscaping Work Orders

3 templates

Service calls, irrigation repair, hardscape installation, weather contingencies.

Maintenance Work Orders

3 templates

Preventive maintenance, seasonal tune-ups, inspection checklists.

Emergency Work Orders

3 templates

After-hours calls, urgent repairs, safety hazards requiring immediate response.

Specialty Work Orders

4 templates

Multi-day projects, change orders, warranty work, commercial jobs.

Trade-Specific Work Order Templates

Need templates for a specific trade? We’ve created dedicated pages with 10+ templates each, including compliance fields and industry standards:

Plumbing Work Orders

10+ templates

Leak repair, drain cleaning, water heater installs, backflow testing, sewer line work. Includes permit fields and compliance checklists.

Electrical Work Orders

10+ templates

Panel upgrades, EV charger installs, rewiring, troubleshooting, safety inspections. Includes NEC code references and load calculations.

HVAC Work Orders

10+ templates

AC diagnostics, furnace repair, system installs, maintenance tune-ups, emergencies. Includes EPA 608 compliance and refrigerant tracking.

Service Call Work Order Templates

Service calls need speed + clarity. These templates tell your tech exactly what to check, what parts to bring, and how to close the job.

HVAC Diagnostic

AC No-Cool Service Call Work Order

WORK ORDER #{{wo_number}} JOB TYPE: HVAC Diagnostic — AC Not Cooling CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} PRIORITY: High (85°F+ outside temp) ISSUE REPORTED: AC running but not cooling. Last worked 3 days ago. TECH ASSIGNED: {{tech_name}} SCHEDULED: {{date}} {{time_window}} DIAGNOSTIC CHECKLIST: ☐ Check thermostat settings and batteries ☐ Inspect air filter (replace if clogged) ☐ Test capacitor with multimeter (35+5 typical) ☐ Check refrigerant pressures (subcool/superheat) ☐ Inspect contactor and compressor amp draw ☐ Look for iced evaporator coil PARTS TO BRING: Capacitor assortment, contactor, refrigerant CUSTOMER APPROVAL REQUIRED: Repairs over ${{approval_threshold}} require documented approval before proceeding COMPLETION: ☐ Issue resolved, system cooling properly ☐ Before/after photos uploaded ☐ Customer walkthrough completed ☐ Invoice generated from work performed

When to use: HVAC service calls. The checklist prompts a consistent diagnostic sequence, while the parts and approval fields can be customized for your operation.

Plumbing Leak

Emergency Leak Repair Work Order

WORK ORDER #{{wo_number}} JOB TYPE: Emergency Plumbing — Active Leak CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} PRIORITY: EMERGENCY (water shutoff if needed) ISSUE REPORTED: Water leak under kitchen sink. Customer turned off supply valve. TECH ASSIGNED: {{tech_name}} DISPATCHED: {{date}} {{time}} IMMEDIATE ACTIONS: 1. Confirm water shutoff, assess damage 2. Locate source of leak (supply line, trap, valve) 3. Determine if temporary or permanent repair 4. Protect flooring/cabinets from water damage PARTS TO BRING: Supply braids (12″, 16″, 20″), P-traps, Teflon tape, plumber’s putty REPAIR SCOPE: ☐ Replace failed supply line ☐ Replace/reseal P-trap if leaking ☐ Check for additional leaks nearby ☐ Test all connections under pressure COMPLETION: ☐ Leak stopped, no active water ☐ Photos of repair uploaded ☐ Customer shown how to monitor area ☐ Invoice provided on-site

When to use: Emergency plumbing. Customize the immediate actions and parts list for the call, then document the completed repair and customer handoff.

Electrical Trip

Circuit Breaker Tripping Service Call

WORK ORDER #{{wo_number}} JOB TYPE: Electrical Service — Breaker Tripping CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} PRIORITY: Normal (no power loss, safety concern) ISSUE REPORTED: Kitchen circuit breaker trips when microwave and toaster run together. TECH ASSIGNED: {{tech_name}} SCHEDULED: {{date}} {{time_window}} DIAGNOSTIC STEPS: ☐ Identify affected circuit and load ☐ Check breaker for proper amperage (15A/20A) ☐ Measure circuit load with clamp meter ☐ Inspect outlets for loose connections/backstabs ☐ Test GFCI/AFCI functionality ☐ Check for overloaded circuit (too many devices) SOLUTIONS: Option 1: Redistribute load to other circuits (free) Option 2: Install dedicated 20A circuit for microwave (${{option_2_price}}) Option 3: Upgrade to AFCI breaker if required (${{option_3_price}}) PARTS TO BRING: 15A/20A breakers, AFCI breakers, outlets, wire nuts COMPLETION: ☐ Solution implemented, breaker holds under load ☐ Customer educated on circuit capacity ☐ Invoice provided

When to use: Electrical troubleshooting. Enter project-specific options and prices only after a qualified person evaluates the circuit and applicable code requirements.

Appliance Repair

Appliance Diagnostic Work Order

WORK ORDER #{{wo_number}} JOB TYPE: Appliance Repair — {{appliance_type}} CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} SCHEDULED: {{date}} {{time_window}} ISSUE REPORTED: {{symptom}} BRAND/MODEL: {{brand}} {{model_number}} WARRANTY STATUS: {{in_warranty_yes_no}} DIAGNOSTIC CHECKLIST: ☐ Verify symptom (run diagnostic mode if available) ☐ Check power supply and connections ☐ Test major components (motor, pump, heating element) ☐ Inspect for obvious damage or wear ☐ Review error codes (if digital) COMMON FAILURE POINTS: – Thermal fuse (dryer) – Door latch assembly (dishwasher) – Ice maker assembly (refrigerator) – Lid switch (washer) PARTS: Call supplier with model# before ordering CUSTOMER DECISION: ☐ Repair approved: ${{repair_cost}} ☐ Not economical to repair (replacement recommended) COMPLETION: ☐ Appliance tested and working ☐ Customer shown how to use/maintain

When to use: Appliance service calls. Model, serial number, and warranty fields help the office confirm parts and billing details before work proceeds.

General Diagnostic

Multi-System Diagnostic Work Order

WORK ORDER #{{wo_number}} JOB TYPE: Diagnostic Visit — Multiple Issues CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} SCHEDULED: {{date}} {{time_window}} ISSUES REPORTED: 1. {{issue_1}} 2. {{issue_2}} 3. {{issue_3}} DIAGNOSTIC FEE: ${{fee}} (waived if approved repairs exceed ${{waiver_threshold}}) TECH ASSIGNED: {{tech_name}} INSTRUCTIONS: – Diagnose all reported issues – Provide itemized quote for each repair – Prioritize by urgency (safety > function > cosmetic) – Customer may approve some/all repairs today FINDINGS & QUOTES: Issue 1: {{diagnosis}} — Quote: ${{amount_1}} Issue 2: {{diagnosis}} — Quote: ${{amount_2}} Issue 3: {{diagnosis}} — Quote: ${{amount_3}} APPROVED WORK: ☐ Issue 1 ☐ Issue 2 ☐ Issue 3 COMPLETION: ☐ Approved repairs completed ☐ Quote provided for declined work ☐ Invoice reflects diagnostic fee policy

When to use: Multiple-issue service calls. Itemized quotes let customer pick priorities. “Diagnostic fee waived” incentivizes same-day approval. Tracks what was/wasn’t done.

Installation Work Order Templates

Installation work orders need complete material lists, step-by-step sequences, and safety protocols.

HVAC Install

Full HVAC System Installation Work Order

WORK ORDER #{{wo_number}} JOB TYPE: HVAC Installation — {{tonnage}}-Ton System CUSTOMER: {{customer_name}} | {{address}} SCHEDULED: {{install_date}} (1-day install) SCOPE: Remove existing system, install new {{brand}} {{seer}} SEER system CREW: {{lead_tech}} + {{helper}} ARRIVAL TIME: {{start_time}} MATERIALS CHECKLIST: ☐ Outdoor unit ({{tonnage}}-ton condenser) ☐ Indoor air handler/furnace ☐ Thermostat ({{model}}) ☐ Pad, whip, disconnect ☐ Refrigerant lines (pre-charged or field-charge) ☐ Drain line materials INSTALLATION SEQUENCE: 1. Remove old system, cap refrigerant 2. Set new pad, install outdoor unit 3. Install air handler, connect ductwork 4. Run new refrigerant lines (insulated) 5. Wire thermostat and disconnect 6. Vacuum system, charge refrigerant 7. Start-up, test, verify airflow and temps SAFETY: ☐ Power shutoff confirmed before work ☐ Refrigerant recovery per EPA rules ☐ Ladder safety on roof access COMPLETION CHECKLIST: ☐ System running, cooling/heating verified ☐ Customer walkthrough (thermostat, filter location) ☐ Before/after photos uploaded ☐ Warranty registration submitted ☐ Signed completion form

When to use: Full HVAC installs. Adapt the sequence, materials, commissioning checks, permits, and customer handoff to the equipment and local requirements.

Plumbing Install

Water Heater Installation Work Order

WORK ORDER #{{wo_number}} JOB TYPE: Water Heater Installation CUSTOMER: {{customer_name}} | {{address}} SCHEDULED: {{date}} (half-day job) SCOPE: Replace {{old_size}}gal tank with {{new_size}}gal {{fuel_type}} water heater TECH: {{tech_name}} ARRIVAL: {{time}} MATERIALS NEEDED: ☐ {{brand}} {{new_size}}-gallon water heater ☐ Expansion tank ☐ Pan (if required by code) ☐ Supply lines ({{length}}) ☐ Gas flex line OR electric whip ☐ Venting materials (if gas) ☐ Earthquake straps (if required) INSTALL STEPS: 1. Turn off water and fuel, drain old heater 2. Disconnect supply lines, venting, fuel line 3. Haul away old unit 4. Set new heater on pan (if required) 5. Install expansion tank on cold supply 6. Connect new supply lines and fuel 7. Update venting to code (gas only) 8. Fill, purge air, light pilot (gas) or connect electric 9. Test for leaks, verify hot water flow 10. Install straps, label shutoffs PERMIT: {{permit_number}} (inspection required) COMPLETION: ☐ Hot water at all fixtures ☐ No leaks after 30-min observation ☐ Customer shown shutoff locations ☐ Permit inspection scheduled

When to use: Water heater installs. Confirm the required permit, inspection, safety checks, and observation period for the equipment and jurisdiction.

Electrical Install

Electrical Panel Upgrade Work Order

WORK ORDER #{{wo_number}} JOB TYPE: Electrical Panel Upgrade {{old_amp}}A → {{new_amp}}A CUSTOMER: {{customer_name}} | {{address}} SCHEDULED: {{date}} (utility outage {{outage_start}} to {{outage_end}}) SCOPE: Replace main panel, update grounding, install AFCI/GFCI breakers per code ELECTRICIAN: {{electrician_name}} HELPER: {{helper_name}} UTILITY COORDINATION: ☐ Power shutoff requested for {{date}} {{time}} ☐ Customer notified of 4-6 hour outage ☐ Customer must be home for utility access MATERIALS: ☐ {{new_amp}}A main panel ({{spaces}} spaces) ☐ AFCI breakers (bedrooms) ☐ GFCI breakers (bathrooms, kitchen, garage) ☐ Grounding electrode, bonding jumpers ☐ Service wire if needed INSTALL STEPS: 1. Utility shuts off power 2. Remove old panel, label circuits 3. Install new panel, ground properly 4. Transfer circuits, install new breakers 5. Label all circuits by room/function 6. Restore power, test all circuits 7. Verify proper grounding and bonding PERMIT: {{permit_number}} INSPECTION: Rough-in N/A, Final required COMPLETION: ☐ All circuits working, properly labeled ☐ Customer walkthrough (breaker locations) ☐ Inspection scheduled

When to use: Panel upgrades. Customize utility coordination, access, permit, inspection, labeling, and testing steps for the job and jurisdiction.

Roofing Install

Roof Replacement Multi-Day Work Order

WORK ORDER #{{wo_number}} JOB TYPE: Roof Replacement — {{squares}} Squares CUSTOMER: {{customer_name}} | {{address}} SCHEDULED: {{start_date}} to {{end_date}} ({{days}}-day job) SCOPE: Tear off existing shingles, replace with {{brand}} {{series}} architectural shingles CREW: Foreman {{foreman}} + {{crew_size}} crew START TIME: {{time}} DAILY MATERIALS DELIVERY: Day 1: Tear-off, dumpster, decking materials Day 2: Underlayment, shingles, ridge cap Day 3: Flashings, cleanup supplies DAY 1 TASKS: ☐ Set dumpster, protect landscaping ☐ Tear off to deck ☐ Replace damaged decking (up to {{sheets}} sheets included) ☐ Clean deck, tarp overnight if needed DAY 2 TASKS: ☐ Install ice & water shield (eaves, valleys) ☐ Install synthetic underlayment ☐ Install shingles (work from bottom up) ☐ Flash penetrations (vents, pipes, chimney) DAY 3 TASKS: ☐ Install ridge cap and vents ☐ Install drip edge and trim ☐ Magnet sweep yard ☐ Final inspection, cleanup WEATHER CONTINGENCY: Follow the project weather plan when rain probability exceeds {{rain_probability_threshold}}% COMPLETION: ☐ Final walkthrough with customer ☐ Before/after photos ☐ Haul away debris ☐ Warranty paperwork provided

When to use: Multi-day roofing jobs. Set the day-by-day sequence, delivery plan, and weather stop-work threshold for the specific roof and crew.

Fixture Install

Multi-Fixture Bathroom Install Work Order

WORK ORDER #{{wo_number}} JOB TYPE: Bathroom Fixture Installation CUSTOMER: {{customer_name}} | {{address}} SCHEDULED: {{date}} (half-day job) SCOPE: Remove old fixtures, install customer-supplied toilet, vanity, faucet, showerhead TECH: {{tech_name}} CUSTOMER-SUPPLIED ITEMS (VERIFY ON-SITE): ☐ Toilet ({{brand}} {{model}}) ☐ Vanity with countertop ☐ Faucet ☐ Showerhead/trim MATERIALS TO BRING: ☐ Wax ring, toilet bolts ☐ Supply braids (12″, 16″, 20″) ☐ P-trap, tailpiece ☐ Plumber’s putty, Teflon tape ☐ Silicone caulk INSTALL SEQUENCE: 1. Turn off water, remove old fixtures 2. Install vanity, level and secure 3. Install faucet on vanity 4. Connect supply lines and drain 5. Install toilet (wax ring, level, secure) 6. Install showerhead/trim 7. Test all connections under pressure 8. Caulk vanity and toilet base EXCLUSIONS (quote separately if needed): – Supply valve replacement – Drywall repair – Tile work COMPLETION: ☐ All fixtures working, no leaks ☐ Customer shown shutoff locations ☐ Cleanup completed

When to use: Fixture installs. Confirm customer-supplied items, exclusions, connection requirements, and the final leak test before closeout.

Maintenance Work Order Templates

Preventive maintenance work orders standardize your service, ensure nothing is missed, and document completion for customers.

HVAC Maintenance

HVAC Seasonal Tune-Up Work Order

WORK ORDER #{{wo_number}} JOB TYPE: HVAC Preventive Maintenance ({{season}} Visit) CUSTOMER: {{customer_name}} | {{address}} SCHEDULED: {{date}} {{time_window}} AGREEMENT: {{agreement_number}} ({{visits_per_year}} visits/year) TECH: {{tech_name}} MAINTENANCE CHECKLIST – COOLING SYSTEM: ☐ Clean condenser coils (outdoor unit) ☐ Check refrigerant pressures (subcool/superheat) ☐ Test capacitor ({{rating}} µF typical) ☐ Inspect contactor, measure amp draw ☐ Lubricate blower motor if needed ☐ Check drain line, flush with vinegar/bleach ☐ Replace/clean air filter (customer-supplied or ${{filter_cost}}) ☐ Test thermostat calibration ☐ Check ductwork for leaks (accessible areas) ☐ Verify proper airflow (CFM per ton) FINDINGS & RECOMMENDATIONS: {{tech_notes}} REPAIRS NEEDED (quoted separately): ☐ None, system in good condition ☐ {{repair_item_1}}: ${{amount_1}} ☐ {{repair_item_2}}: ${{amount_2}} NEXT VISIT: {{next_season}} {{next_date}} COMPLETION: ☐ Maintenance completed, system running efficiently ☐ Customer shown filter location ☐ Service report left with customer

When to use: Recurring HVAC maintenance. Standardize the checks your team performs and separate observed findings from optional recommendations.

Plumbing Inspection

Annual Plumbing System Inspection

WORK ORDER #{{wo_number}} JOB TYPE: Annual Plumbing Inspection CUSTOMER: {{customer_name}} | {{address}} SCHEDULED: {{date}} INSPECTION AREAS: ☐ Water heater (age, condition, anode rod) ☐ Supply lines (visible leaks, corrosion) ☐ Drain lines (slow drains, vents) ☐ Fixtures (leaks, drips, function) ☐ Sump pump (if applicable) ☐ Outdoor hose bibs (winterization check) ☐ Water pressure test (50-80 PSI ideal) WATER HEATER FINDINGS: Age: {{years}} years (typical life: 10-12 years) ☐ Anode rod condition: {{good_fair_replace}} ☐ Sediment buildup: {{none_moderate_severe}} ☐ Leaks: {{yes_no}} RECOMMENDATIONS: ☐ Water heater: {{recommendation}} ☐ Supply lines: {{recommendation}} ☐ Drain cleaning: {{recommendation}} PRIORITY REPAIRS (if approved): ☐ {{item}}: ${{amount}} COMPLETION: ☐ Inspection complete, report provided ☐ Customer educated on maintenance schedule

When to use: Annual plumbing inspections. Systematic checklist finds issues before they’re emergencies. Water heater age tracking prompts replacement discussions. Priority repairs capture same-day approvals.

Preventive Maintenance

Multi-Trade Property Maintenance Work Order

WORK ORDER #{{wo_number}} JOB TYPE: Quarterly Property Maintenance CUSTOMER: {{property_name}} | {{address}} SCHEDULED: {{date}} SCOPE: Inspect and maintain HVAC, plumbing, electrical, exterior TECH: {{tech_name}} HVAC: ☐ Change filters ({{filter_count}} units) ☐ Check thermostat batteries ☐ Visual inspection of outdoor units PLUMBING: ☐ Check all visible supply lines ☐ Test toilets for running/leaks ☐ Flush water heater (if scheduled) ELECTRICAL: ☐ Test GFCI outlets (trip/reset) ☐ Inspect panel for tripped breakers ☐ Replace burned-out bulbs (customer-supplied) EXTERIOR: ☐ Clean gutters (if in agreement) ☐ Check for roof damage (from ground) ☐ Inspect caulking around doors/windows FINDINGS REQUIRING ATTENTION: {{findings}} COMPLETED WORK: {{summary}} NEXT VISIT: {{next_quarter}} {{date}}

When to use: Commercial property maintenance agreements. Adapt the checklist and visit frequency to the agreement, equipment, site rules, and responsible contacts.

Emergency Work Order Templates

Emergency work orders need rapid deployment, clear authorization, and complete documentation for insurance claims.

After-Hours

After-Hours Emergency Call Work Order

WORK ORDER #{{wo_number}} JOB TYPE: AFTER-HOURS EMERGENCY CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} DISPATCHED: {{date}} {{time}} (after-hours rate applies) EMERGENCY TYPE: {{emergency_type}} REPORTED ISSUE: {{issue_description}} AFTER-HOURS RATE: ${{hourly_rate}}/hr (minimum {{min_hours}} hours) TRAVEL CHARGE: ${{travel_fee}} AUTHORIZATION: ☐ Customer verbally authorized emergency rate ☐ Authorization recorded at: {{auth_time}} TECH ASSIGNED: {{tech_name}} ETA: {{eta}} IMMEDIATE ACTIONS: 1. Assess safety hazard level 2. Isolate/contain issue if possible 3. Perform emergency repair or temporary fix 4. Document all work with photos COMPLETION: ☐ Emergency resolved / contained ☐ Before/after photos uploaded ☐ Customer signed authorization form ☐ Follow-up repair scheduled if needed: {{follow_up_date}} INVOICE: ${{total}} (emergency rate + materials)

When to use: After-hours emergency calls. Record authorization, arrival and departure times, the agreed minimum, and the temporary or permanent work completed.

Storm Response

Storm / Disaster Response Work Order

WORK ORDER #{{wo_number}} JOB TYPE: STORM DAMAGE EMERGENCY CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} STORM DATE: {{storm_date}} DISPATCHED: {{date}} {{time}} DAMAGE REPORTED: {{damage_description}} TECH/CREW: {{crew_names}} SAFETY ASSESSMENT: ☐ Power lines down? {{yes_no}} — DO NOT approach if yes ☐ Gas leak detected? {{yes_no}} — Evacuate if yes ☐ Structural damage? {{yes_no}} — Do not enter if unsafe ☐ Water/flooding present? {{yes_no}} EMERGENCY ACTIONS: ☐ Tarp roof to prevent further damage ☐ Board up windows/openings ☐ Remove debris blocking access ☐ Pump standing water if safe ☐ Turn off utilities as needed DOCUMENTATION FOR INSURANCE: ☐ Wide-angle photos of overall damage ☐ Close-up photos of specific damage areas ☐ Written description of damage cause ☐ Estimate for permanent repairs provided TEMPORARY FIX COMPLETED: {{description_of_work}} MATERIALS USED: {{materials_list}} PERMANENT REPAIR ESTIMATE: ${{estimate}} (separate approval required)

When to use: Storm damage calls. Stop when conditions are unsafe, document observed damage without promising coverage, and distinguish temporary stabilization from permanent repair.

Emergency Auth

Emergency Repair Authorization Work Order

WORK ORDER #{{wo_number}} JOB TYPE: EMERGENCY REPAIR AUTHORIZATION CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} DATE/TIME: {{date}} {{time}} EMERGENCY SITUATION: {{emergency_description}} RISK IF NOT REPAIRED IMMEDIATELY: {{risk_description}} PROPOSED EMERGENCY REPAIR: {{repair_description}} ESTIMATED COST: ${{estimate}} (actual may vary based on conditions) AUTHORIZATION AGREEMENT: I, {{customer_name}}, authorize {{company_name}} to proceed with the above emergency repair. I understand: – This is an emergency repair at emergency rates – Final cost may differ from estimate based on actual conditions – Payment is due upon completion ☐ Customer Signature: ___________________ ☐ Date/Time: {{signature_datetime}} ☐ Phone Authorization Recorded: {{yes_no}} TECH ASSIGNED: {{tech_name}} WORK START TIME: {{start_time}} COMPLETION: ☐ Emergency repair completed ☐ Photos uploaded ☐ Final cost: ${{final_cost}} ☐ Payment collected: ${{payment}}

When to use: Emergency repairs requiring customer authorization. State the known scope, pricing basis, uncertainty, and approval record; have your contract language reviewed for local requirements.

Specialty Work Order Templates

Specialty work orders handle multi-day projects, change orders, warranty service, and commercial jobs with proper documentation.

Multi-Day

Multi-Day Project Work Order

WORK ORDER #{{wo_number}} JOB TYPE: MULTI-DAY PROJECT CUSTOMER: {{customer_name}} | {{address}} PROJECT: {{project_name}} DURATION: {{start_date}} to {{end_date}} ({{total_days}} days) CREW: Lead: {{lead_tech}} | Crew: {{crew_names}} DAILY SCHEDULE: {{schedule_by_day}} DAY 1 — {{date_1}}: ☐ {{task_1_1}} ☐ {{task_1_2}} ☐ {{task_1_3}} Progress Notes: ___________________ DAY 2 — {{date_2}}: ☐ {{task_2_1}} ☐ {{task_2_2}} ☐ {{task_2_3}} Progress Notes: ___________________ DAY 3 — {{date_3}}: ☐ {{task_3_1}} ☐ {{task_3_2}} ☐ {{task_3_3}} Progress Notes: ___________________ DAILY COMPLETION LOG: Day 1: ___% complete | Sign-off: _______ Day 2: ___% complete | Sign-off: _______ Day 3: ___% complete | Sign-off: _______ MATERIALS DELIVERY SCHEDULE: {{materials_schedule}} FINAL WALKTHROUGH: {{walkthrough_date}} ☐ Customer approved completion ☐ Punch list items: {{punch_list}}

When to use: Projects spanning multiple days. Use daily completion notes, delivery dates, constraints, and a punch list to keep one shared record of progress.

Change Order

Change Order Request Work Order

CHANGE ORDER #{{co_number}} ORIGINAL WORK ORDER: #{{original_wo}} DATE: {{date}} CUSTOMER: {{customer_name}} | {{address}} PROJECT: {{project_name}} ORIGINAL SCOPE: {{original_scope_summary}} REQUESTED CHANGE: {{change_description}} REASON FOR CHANGE: ☐ Customer request ☐ Unforeseen site conditions ☐ Code requirement discovered ☐ Other: {{other_reason}} IMPACT: Cost Change: +${{additional_cost}} / -${{credit}} Schedule Change: +{{additional_days}} days / No change Material Change: {{material_changes}} REVISED TOTAL: ${{new_total}} (was ${{original_total}}) AUTHORIZATION: I, {{customer_name}}, approve this change order and understand the revised cost and schedule. ☐ Customer Signature: ___________________ ☐ Date: {{signature_date}} WORK PROCEEDS AFTER SIGNATURE ONLY COMPLETION: ☐ Change order work completed ☐ Photos of changed work uploaded ☐ Invoice updated to reflect change

When to use: Any scope change during a project. Document the reason, price and schedule effect, then follow the approval process required by your contract and local law before changed work begins.

Warranty

Warranty Service Work Order

WORK ORDER #{{wo_number}} JOB TYPE: WARRANTY SERVICE CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} SCHEDULED: {{date}} {{time_window}} ORIGINAL WORK ORDER: #{{original_wo}} ORIGINAL INSTALL DATE: {{install_date}} WARRANTY PERIOD: {{warranty_months}} months WARRANTY STATUS: {{active_expired}} ISSUE REPORTED: {{issue_description}} WARRANTY COVERAGE CHECK: ☐ Within warranty period? {{yes_no}} ☐ Issue related to original work? {{yes_no}} ☐ Evidence of misuse/neglect? {{yes_no}} ☐ Third-party modifications? {{yes_no}} COVERAGE DETERMINATION: ☐ COVERED — No charge to customer ☐ NOT COVERED — Quote provided: ${{quote}} Reason if not covered: {{reason}} TECH ASSIGNED: {{tech_name}} WORK PERFORMED: {{work_description}} PARTS USED: {{parts_list}} COMPLETION: ☐ Issue resolved ☐ Photos uploaded ☐ Customer walkthrough completed ☐ Extended warranty offered: {{yes_no}} CUSTOMER SIGNATURE (acknowledging service): ___________________

When to use: Warranty service calls. Confirm the applicable warranty terms, record observed conditions and work performed, and separate covered work from customer-authorized non-warranty work.

Commercial

Commercial Property Work Order

WORK ORDER #{{wo_number}} JOB TYPE: COMMERCIAL SERVICE PROPERTY: {{property_name}} ADDRESS: {{address}} SCHEDULED: {{date}} {{time_window}} SITE CONTACT: {{contact_name}} | {{phone}} PROPERTY MANAGER: {{pm_name}} | {{pm_phone}} ACCESS REQUIREMENTS: ☐ Badge/key obtained: {{badge_number}} ☐ Security check-in required: {{yes_no}} ☐ Escort required: {{yes_no}} ☐ After-hours access: {{yes_no}} SCOPE OF WORK: {{scope_description}} SAFETY REQUIREMENTS: ☐ Hard hat required: {{yes_no}} ☐ Safety vest required: {{yes_no}} ☐ OSHA certification verified: {{yes_no}} ☐ Site-specific training completed: {{yes_no}} TECH/CREW: {{crew_names}} WORK PERFORMED: {{work_description}} MATERIALS USED: {{materials_list}} COMPLETION: ☐ Work completed per scope ☐ Area cleaned and restored ☐ Badge/key returned ☐ Site contact signed off ☐ Property manager notified BILLING: ☐ PO Number: {{po_number}} ☐ Invoice to: {{billing_contact}} ☐ Net terms: {{net_terms}} days

When to use: Commercial property work. Confirm access, site contacts, purchase-order details, payment terms, and the project-specific safety and compliance plan.

Landscaping Work Order Templates

Landscaping work orders need weather contingencies, material quantities, and clear completion criteria.

Landscaping

Landscaping Service Call Work Order

WORK ORDER #{{wo_number}} JOB TYPE: LANDSCAPING SERVICE CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} SCHEDULED: {{date}} (weather permitting) SERVICE TYPE: {{service_type}} SCOPE OF WORK: ☐ Mow lawn ({{lawn_size}} sq ft) ☐ Edge walkways and beds ☐ Trim shrubs ({{shrub_count}} shrubs) ☐ Weed beds ({{bed_count}} beds) ☐ Blow debris from hardscapes ☐ Other: {{other_tasks}} CREW: {{crew_names}} EQUIPMENT: {{equipment_list}} WEATHER CONTINGENCY: If rain/storms: Reschedule to {{backup_date}} Customer notified: ☐ Yes COMPLETION CHECKLIST: ☐ All lawn areas mowed evenly ☐ Edges clean and defined ☐ Shrubs trimmed to shape ☐ Beds weeded and clean ☐ All debris removed from property ☐ Gates closed, tools removed BEFORE/AFTER PHOTOS: ☐ Front yard ☐ Back yard ☐ Problem areas NOTES FOR NEXT VISIT: {{notes}}

When to use: Regular landscaping maintenance. Adapt the service list and weather policy to the agreement, and leave notes that the next crew can verify.

Irrigation

Irrigation Repair Work Order

WORK ORDER #{{wo_number}} JOB TYPE: IRRIGATION REPAIR CUSTOMER: {{customer_name}} | {{phone}} ADDRESS: {{address}} SCHEDULED: {{date}} {{time_window}} ISSUE REPORTED: {{issue_description}} ZONE AFFECTED: {{zone_number}} TECH: {{tech_name}} DIAGNOSTIC CHECKLIST: ☐ Controller programming checked ☐ Zone valve operation tested ☐ Water pressure measured: {{psi}} PSI ☐ Heads inspected for damage/clog ☐ Lines checked for leaks DIAGNOSIS: {{diagnosis}} REPAIR PERFORMED: ☐ Replaced sprinkler head(s): {{head_count}} ☐ Repaired broken line: {{footage}} ft ☐ Replaced valve: {{valve_type}} ☐ Adjusted head coverage/direction ☐ Reprogrammed controller ☐ Other: {{other_repair}} PARTS USED: {{parts_list}} SYSTEM TEST: ☐ All zones run through full cycle ☐ Coverage verified, no dry spots ☐ No leaks detected ☐ Controller schedule optimized COMPLETION: ☐ System fully operational ☐ Customer shown any changes ☐ Seasonal adjustment recommendations provided

When to use: Irrigation troubleshooting and repair. Record the diagnosis, approved repair, post-repair test results, and any optional seasonal recommendations separately.

Hardscape

Hardscape Installation Work Order

WORK ORDER #{{wo_number}} JOB TYPE: HARDSCAPE INSTALLATION CUSTOMER: {{customer_name}} | {{address}} SCHEDULED: {{start_date}} to {{end_date}} ({{days}}-day job) PROJECT: {{project_type}} — {{sq_ft}} sq ft CREW: Lead: {{lead_name}} | Crew: {{crew_count}} MATERIALS DELIVERED: ☐ Pavers: {{paver_qty}} ({{paver_type}}, {{color}}) ☐ Base material: {{base_tons}} tons ☐ Sand: {{sand_tons}} tons ☐ Edging: {{edging_ft}} linear ft ☐ Polymeric sand: {{poly_bags}} bags DAY 1 — PREP: ☐ Layout marked per design ☐ Excavation completed ({{depth}}” depth) ☐ Utilities located and marked ☐ Base material delivered and spread DAY 2 — BASE: ☐ Base compacted (plate compactor) ☐ Grade verified with level ☐ Edging installed ☐ Sand bed screeded DAY 3 — INSTALL: ☐ Pavers laid per pattern ☐ Cuts made around edges/obstacles ☐ Polymeric sand applied ☐ Final compaction completed COMPLETION: ☐ Final inspection with customer ☐ Warranty documentation provided ☐ Before/after photos uploaded ☐ Care instructions given WEATHER DELAYS: {{delay_notes}}

When to use: Paver patios, walkways, driveways. Day-by-day breakdown keeps crew on track. Material quantities prevent mid-job supply runs. Weather delay tracking documents schedule changes.

How to Turn a Template into a Job-Ready Work Order

Choose the closest example. Start with the trade and job type that most closely matches the authorized work.
Replace every placeholder. Enter the actual customer, site, assigned worker, schedule, scope, materials, price or approval threshold, and job number.
Delete what does not apply. A shorter accurate work order is more useful than a generic checklist that includes work nobody approved.
Add project requirements. Include site access, permits, inspections, manufacturer instructions, customer selections, safety planning, and local code requirements where applicable.
Control scope changes. Record the reason, price, and schedule effect of changed work and obtain the approval required by the contract and applicable law.
Close out the record. Note the work performed, material substitutions, test results, unresolved items, completion date, and signatures or photos your process requires.

Important

These are editable starting points, not legal, code, licensing, engineering, or jobsite-safety advice. Technical steps are examples only. A qualified person should adapt and review the final work order for the project, contract, trade, and jurisdiction.

A Practical Work Order Workflow

1. Link the Authorized Scope

Reference the approved estimate, proposal, contract, purchase order, or service request. Identify exactly what the crew is authorized to do and list exclusions when ambiguity is likely.

2. Prepare the Field Copy

Add the assigned worker, contact and access details, required materials, schedule, job-specific hazards, permits, inspections, and escalation contacts.

3. Record Work as It Happens

Track arrival and completion times, observed conditions, materials used, test results, photos when appropriate, and any work that could not be completed.

4. Document Changes Before Proceeding

When the scope changes, pause the affected work, describe the change and its price or schedule effect, and follow the approval process required by the contract and applicable law.

5. Review and Retain the Completed Copy

Have the responsible person review the record, resolve open items, provide any required customer copy, and retain the completed work order with the job file.

Frequently Asked Questions

Can I use these work order templates without an account?

Yes. All 23 templates are visible on this page. Copy an individual template or download the complete plain-text file without entering an email address or creating an account.

What’s the difference between a work order and an estimate?

An estimate proposes scope and price before approval. A work order tells the assigned crew what work is authorized and records what happened. The documents can reference each other, but a work order does not replace a signed contract, required notice, or approved change order.

What should a contractor work order include?

Include a work-order number and date, customer and site details, the authorized scope and exclusions, assigned workers, schedule, materials, access and safety notes, approval rules, completion notes, and any signatures, photos, or test results your process requires.

How do I track work order completion?

Assign an owner, status, and due date. Have the field worker mark completed steps and record materials, time, conditions, changes, and unresolved items. A supervisor or office reviewer can then verify the record and retain the completed copy with the job file.

Should I put pricing information on the crew’s work order?

That depends on your workflow and the job. A crew copy may show authorized amounts or approval thresholds, or it may omit sensitive customer pricing. Whichever approach you use, keep the work order consistent with the approved customer-facing and accounting records.

Can I customize these templates for my business?

Yes. Replace the placeholders, remove irrelevant steps, and add the fields your team needs. Do not adopt technical, code, safety, warranty, or contract language without review by a qualified person for your trade and location.

What should happen if the job scope changes?

Pause the affected work, document why the scope changed, state the price and schedule effect, and obtain the approval required by the contract and applicable law before proceeding. Keep the approved change with the original work order.

Do these templates work for commercial contractors?

They can be a starting point, but commercial jobs may require purchase-order data, site contacts, access procedures, safety plans, certified payroll or prevailing-wage records, permits, inspections, and closeout documents. Add only the requirements that apply to the contract and jurisdiction.

What file format does the download use?

The download is a plain-text file containing all 23 templates. It opens in any text editor and can be pasted into a document, spreadsheet, or job-management tool for formatting and customization.

Are these templates legal or safety documents?

No. They are general examples, not legal, code, licensing, engineering, warranty, or jobsite-safety advice. Have the final document reviewed for the project, contract, trade, and jurisdiction when those requirements matter.

Use the Templates on Your Next Job

Copy the closest example above or download all 23 as a plain-text file, then replace the placeholders and review the result for your project and location.

Download All 23 Templates

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