Maintenance Work Order Template (Free PDF and Word)
A good work order tells a technician what is wrong, how to do it safely, which parts to take and what to record when finished. This template covers all of that on one page you can print, attach to a ticket or keep as a PDF.
Fill in
Maintenance Work Order Template
Maintenance Work Order
Company: Northfield Castings Plant 2 Work order no.: WO-2026-04817 Date raised: 2026-10-19 Work type: Corrective Priority: 2 Urgent
Asset
Asset ID: PMP-118 Description: Cooling water pump, 22 kW Location: Foundry utilities bay B Requested by: Shift lead, melt shop
Problem or request
Pump drive end bearing noisy and running hot, vibration alarm raised on last route. Flow is still acceptable.
Safety and permits
LOTO on motor starter and both isolation valves. Hot surface and wet floor hazards. No hot work permit needed.
Work instructions
Craft: Mechanical Estimated hours: 6
Isolate and lock out. Drain casing. Replace drive end bearing and seal. Check shaft runout and coupling alignment. Run for 30 minutes and record vibration.
Task steps
| Step | Task | Done | Initials |
|---|---|---|---|
| 1 | Isolate, lock out and verify zero energy | ||
| 2 | Carry out repair per instructions | ||
| 3 | Test run and record readings | ||
| 4 | Housekeeping and return to service |
Parts and materials used
| Part number | Description | Qty | Issued from |
|---|---|---|---|
Completion data
Start date and time: Finish date and time: Actual labor hours: Failure cause code: Follow-up work required (Y/N): Completion notes:
Sign-off
Adapt wording to your safety rules and site permit system. Cause and failure codes should match your CMMS or ERP catalog so the data is usable for reliability analysis later.
Map this work order to your ERP
Optional: a short note on how these fields map to SAP PM, Maximo or your own system.
Optional. The tool and every export work without this. No spam.
How to fill it in
Complete the header and asset block first, then describe the symptom in plain words rather than the suspected cause. Planners add work instructions, estimated hours and parts before release. The safety block should name the isolation points and any permits, not just say follow procedure. After the job, the technician records actual hours, cause code and follow-up needs. Use the export buttons for PDF or Word, or Excel if you plan to batch several orders in one file.
What good data looks like
The value of a work order accumulates over time. Consistent asset IDs, a short controlled list of failure and cause codes and honest labor hours let you calculate MTBF, backlog and cost per asset later. Free text such as fixed it or ok is the main reason maintenance history is unusable. Capture what failed, why and what was done, using codes where your system has them.
- One asset per work order
- Describe the symptom, not the assumed fix
- Record actual hours, not estimates
- Close with a cause code and follow-up flag
From paper form to ERP
In SAP PM the same content maps to a notification (IW21) and a maintenance order (IW31), with operations, components and confirmations. In IBM Maximo it maps to a work order with plans, materials and actuals. If you currently use spreadsheets or paper, this template shows the fields a CMMS record needs, so you can configure the system around them rather than copying a vendor default.
Frequently Asked Questions
What is the difference between a work request and a work order?
A request is a user asking for work, often with little detail. A work order is the approved, planned job with instructions, parts, labor and safety. Planners review requests and convert accepted ones to work orders.
Which priority levels should I use?
Four levels are common: emergency for safety or total stoppage, urgent for production at risk, normal for routine repairs and scheduled for planned work. Define each with a response time so people do not mark everything urgent.
Do I need a separate preventive maintenance work order?
The same form works. Set work type to Preventive and list the standard task steps. Many sites keep a library of task lists and copy them into the template each cycle.
Can I keep a signed copy?
Yes. Export the filled form as PDF, print for signatures or sign digitally, then attach it to the asset record in your CMMS or ERP if your retention policy requires it.
If work orders from several plants land in different systems, Netray can set up a private, read-only question layer over them so supervisors can ask about open and overdue work in plain language.
Related Tools
Preventive Maintenance Schedule Template
Editable PM schedule worksheet that turns task intervals and durations into annual runs, annual hours and technician load.
Maintenance & ReliabilityMaintenance Backlog Calculator (Weeks of Work and Crew Size)
Turn backlog hours into weeks of work, estimate the time to clear it and find the crew size that holds it stable.
Maintenance & ReliabilitySpare Parts Criticality Scoring Worksheet
Score each spare by consequence of failure, likelihood, lead time and sourcing risk to decide what to stock on site.
Maintenance & ReliabilityMaintenance Cost per Unit Produced Calculator
Calculate maintenance cost per unit produced, as a percent of replacement asset value, with and without the cost of lost production.
More Maintenance & Reliability tools
See all- Inherent vs Operational Availability Calculator (MTBF, MTTR)
- PM Compliance and Schedule Compliance Calculator
- Reliability Centered Maintenance (RCM) Worksheet
- Optimal PM Interval Calculator (Weibull Cost Model)
- Maintenance Crew Size Calculator
- P-F Interval Inspection Frequency Calculator
- Reactive vs Planned Maintenance Cost Calculator
- Maintenance Contractor vs In-House Technician Cost Calculator
- Critical Spare Stockout Risk Calculator (Poisson)
Keep exploring
Free tools
- Predictive Maintenance Alert Work Request TemplateA document template that turns a vibration, thermography or oil analysis finding into a plannable maintenance work request.
- PM Compliance and Schedule Compliance CalculatorCalculate PM compliance, completion rate, overdue tasks, hours variance and the share of effort spent on preventive work.
- Work Order Template (PDF Sample and Filled Example)A fill-in work order form pre-loaded with a realistic sample for a production job. Edit the fields and export a clean PDF, Word or Excel copy.
ERP fixes and how-tos
- How to Set Up Routings and WIP in NetSuite ManufacturingSet up manufacturing routings, work centers and WIP in NetSuite: cost templates, operation tasks, work order issue and completion, and why WIP will not clear.
- How to add a private AI layer to an on-prem CMMSHow to add a private AI assistant to an on-prem CMMS: read-only data access, work order retrieval, local models, permissions, approval-based write-back.
- How to create an assembly build or work order in NetSuiteHow to build assembly items in NetSuite: when to use a simple Assembly Build versus a Work Order, BOM setup, component availability, and completion steps.
Runs with your ERP
- Oracle Fusion Cloud Maintenance with Fusion ERP and SCMHow Oracle Fusion Cloud Maintenance handles work orders, preventive maintenance and warranty on Fusion SCM: data flows, setup, pitfalls and private AI ideas.
- Prometheus Planning & Scheduling with SAP Plant MaintenanceHow Prometheus Planning and Scheduling works with SAP Plant Maintenance work orders on S/4HANA and ECC: data flows, setup, pitfalls and a private AI layer.
- Prometheus Planning & Scheduling with JD Edwards EnterpriseOne maintenanceHow Prometheus Group's planning and scheduling tool works with JD Edwards EnterpriseOne maintenance: Gantt scheduling, time confirmation, setup and pitfalls.
Guides
- AI Predictive Maintenance Integrated with ERP: From Sensor Data to Automated Work OrdersIntegrate AI predictive maintenance with your ERP system. Reduce unplanned downtime by 45% using sensor data, ML models, and automated work order generation.
- SyteLine SQL Server Maintenance GuideSyteLine SQL Server maintenance guide covering backups and recovery model, index and statistics jobs, integrity checks, and purging history tables safely.
- IoT-Triggered Field Service and Predictive Maintenance with ERPImplement IoT-triggered field service with predictive maintenance models that create ERP work orders automatically based on sensor data and failure predictions.
AI on your ERP
- AI for SAP Plant Maintenance: Notifications, Work Orders, and Predictive SignalsAI grounded on SAP PM data that triages notifications, drafts work orders, standardizes failure codes, and flags predictive maintenance signals, on-prem.
- AI for IFS Cloud Maintenance: Work Orders, PM Plans and Spares Answered in Plain EnglishPrivate AI on IFS Cloud maintenance: ask questions across work orders, equipment objects, PM plans, spares and fault history, read-only, on your own servers.
Software
- Accruent Maintenance ConnectionAccruent Maintenance Connection explained: CMMS work orders, preventive maintenance, assets, inventory, integrations, fit, limits and alternatives.
- FiixFiix explained: a cloud CMMS from Rockwell Automation covering work orders, preventive maintenance, parts and assets, with APIs, limits and alternatives.