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.
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More Maintenance & Reliability tools
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- PM Compliance and Schedule Compliance Calculator
- Reliability Centered Maintenance (RCM) Worksheet
- Optimal PM Interval Calculator (Weibull Cost Model)
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- Reactive vs Planned Maintenance Cost Calculator
- Maintenance Contractor vs In-House Technician Cost Calculator
- Critical Spare Stockout Risk Calculator (Poisson)