Work Order Template (PDF Sample, Format and Filled Example)
A work order is the single document that tells a team what to make or fix, with which materials, in what steps, by when. This template is pre-filled with a real-looking production sample so you can see how each field is used, then overwrite it and export a PDF, Word or Excel copy.
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Work Order Template (PDF Sample and Filled Example)
Work Order WO-2026-04417
Company: Northfield Precision Components Type: Production Priority: Normal Requested by: J. Alvarez, Production Planning Issued: 2026-10-20 Due: 2026-10-30
Job Details
Part or asset: BRK-1001 Brake bracket, rev C Quantity: 500 Reference: SO-88231 line 2 Work center: WC-210 CNC Mill Cell
Work Instructions
Machine per drawing BRK-1001 rev C. Deburr all edges. First piece inspection required before running the lot. Record lot number of bar stock on the traveler.
Bill of Materials (materials to issue)
| Item | Description | Qty per | Total qty | UoM | Issued by |
|---|---|---|---|---|---|
| RM-4140-25 | Steel bar 4140, 25 mm | 0.18 | 90 | M | |
| HW-M8-FL | Flange bolt M8 | 2 | 1000 | EA | |
Routing (operations)
| Op | Operation | Work center | Setup (h) | Run (min/pc) | Done / initials |
|---|---|---|---|---|---|
| 10 | Saw to length | WC-110 | 0.5 | 0.4 | |
| 20 | CNC mill, side 1 and 2 | WC-210 | 1.5 | 3.2 | |
| 30 | Deburr and wash | WC-310 | 0.2 | 0.6 | |
| 40 | Final inspection | QC-01 | 0.1 | 0.5 |
Completion Record
| Qty good | Qty scrap | Actual hours | Start date | Finish date | Comments |
|---|---|---|---|---|---|
Sign-off
Change the work order type to Maintenance or Repair and replace the BOM and routing rows with spare parts and task steps to produce a maintenance work order. Keep the number unique and tied to your ERP or CMMS record.
Generate work orders from your ERP data
Optional: a short review of how work orders could be drafted and checked automatically from your ERP, on-prem if you prefer.
Optional. The tool and every export work without this. No spam.
How to use the sample
Replace the sample company, part and quantities with your own. Choose the work order type, set a priority and fill in the work instructions. The bill of materials and routing tables are included in the exported file so operators can write on them or you can edit them in Word or Excel. Print the PDF as the shop traveler, or keep the Excel copy for a simple log.
- Give every work order a unique number that matches your ERP or CMMS record
- State the due date and priority so the planner can sequence the job
- Attach or reference the drawing revision, not just the part number
- Leave the completion record blank for the operator
Required fields on a good work order
Whatever system you use, a usable work order carries the same core data: an identifier, who asked for it, what item or asset it covers, quantity, dates, instructions, materials, steps and who signed it off. Missing instructions and missing revision control are the two most common reasons jobs are built wrong or need rework. Extra fields such as cost center or customer reference are useful but secondary.
- Identity: work order number, type, priority, requester
- Scope: part or asset, quantity, revision, customer reference
- Plan: BOM, routing with work centers, setup and run times
- Record: good and scrap quantity, actual hours, dates
- Control: sign-offs for issue, completion, inspection and closure
Manufacturing, maintenance and automotive variations
A production work order is built around a BOM and routing. A maintenance work order replaces them with a fault description, task list, parts used and downtime. An automotive repair work order adds customer, vehicle, odometer, labor lines and parts lines with an authorization signature. The structure is the same: request, plan, execute, record, close. Switch the type field and adjust the tables to fit.
Common mistakes
Paper work orders go wrong in predictable ways. Numbers get reused, the BOM on the paper differs from the ERP, actual hours are never recorded, and closed jobs are not signed. If the same form is retyped from the ERP each time, errors creep in. Print from the system of record where possible, and use this template when you need a quick, controlled form outside it.
Frequently Asked Questions
What is the difference between a work order and a purchase order?
A purchase order is sent to a supplier to buy something. A work order is internal: it authorizes and instructs your own team to produce, repair or maintain something, and records the materials, labor and time used.
What should a simple work order include?
At minimum: a unique number, date, requester, item or asset, description of the work, priority, due date, assigned person or work center, and a completion sign-off. Add materials and routing for production jobs.
Can I use this as a maintenance work order?
Yes. Set the type to Maintenance, use the instructions field for the fault and task list, and replace the BOM and routing rows with spare parts and labor. There is also a dedicated maintenance template on this site.
How do I get a PDF or Excel version?
Fill in the fields and use the export buttons. The template downloads as PDF, Word or Excel with your values merged into the form, ready to print or edit.
If work orders are retyped from your ERP into spreadsheets, Netray can add a private AI layer that drafts and checks them from live ERP data, on your own servers if needed.
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