The Embroidery Work Order Template can be used by the Customer requiring a project or can be filled out by a Customer Service Representative over the phone (though it will need to be sent to the Customer for approval then returned). This document will seek entries concerning the Embroidery Business being commissioned, the Customer requiring these services, and details that explain the requested project. As mentioned earlier, this work order cannot proceed unless the Customer has read the completed document then signed it for submission to the Embroidery Business.
How to Write an Embroidery Work Order in PDF & MS Word
Download: Adobe PDF or Microsoft Word
Step 1 – Save The Embroidery Work Order As A PDF Or Word Document
The “PDF” or “Word” buttons in the preview area of this page allow immediate access to the PDF Template or Word Template displayed in the image above these items. Select either button or the link above to access the paperwork needed.
Step 2 – Name The Concerned Embroiderer Or Embroidery Service
After opening this paperwork, review the work order. It is divided into several sections that will organize the information that must be presented and acknowledged in an easy to review manner. The initial section will serve as an introduction to the Invoice Sender’s identity. Thus, record the Embroidery Service or Embroiderer’s “Company Name” in the text box at the beginning of this work order. 
The beginning of this work order will also need several additional items to be considered complete. A set of blank lines geared to identifying the Embroidery Service or Embroider seeking payment. The first line, “Name,” focuses on the individual handling the work order. Deliver his or her “Name” where it is requested. The full address where the Embroidery Service or Embroiderer monitors for business mail should be produced down the next three blank lines. Present the “Street Address” used by the Embroidering Business, its “City, State, Country,” then “Zip Code” on the blank line requesting each respective item by label. After you’ve delivered the Embroidery Business’ mailing address above, the next two lines (“Phone” and “E-Mail”) require the official business line and email address maintained by the Embroidery Business.
Step 3 – Dispense The Assigned Work Order Number To This Document
Naturally, the Embroidery Service or Embroider wishing to solidify the work order should be able to track it as it progresses in its system. This is best accomplished by attaching a “Work Order” number that can act as a filing number tying all the facts, we display on this document together. Look up the formal “Work Order #” assigned to this project then record it in on the first blank space in the dividing bar. 
In addition to the work order number recorded the “Date” of the work order’s formal documentation should be presented. The shaded bar we are attending provides a distinct “Date” line for this presentation.
Step 4 – Document The Embroidery Client’s Billing Information
The next section, titled “Client Information” seeks a presentation on the Embroidery Client who shall sign this work order in acknowledgment indicating the Embroidery Service or Embroiderer should proceed with the work. The “Name” line underneath the “Client Information” requires the Paying Client’s full “Name.” 
Immediately after the Embroidery Client’s identity, furnish his or her “E-Mail” address and “Phone” number. Two blank lines with these labels are set to receive your entries. Use the final three lines in the “Client Information” section to supply his or her full mailing address.
Step 5 – Declare The Work Order Time Line
The first day when the Embroidery Client’s work is set to commence should be recorded on the “Expected Start Date” line in the “Order” section on the right side of the page. Complete the “Order” section by producing a definitive completion date for the work on the blank line labeled “Expected End Date.”
Step 6 – Document The Embroidery Materials That Will Be Used For This Work
The Embroidery Client will appreciate a listing of the “Material” that will be used for the work order. The “Material” table occupying the next area down shall present several columns and rows where you can easily produce a full report for the Embroidery Client’s review. The embroidery material that will be used should be defined under “Description.” Thus, record the color, style, and or stitch range (i.e. 0-6,999) that will require payment in the “Description” column. 
The “Quantity” of stitches will need the number of stitches expected to be used. Typically, this is rounded to the nearest thousand, but you may use any denomination set by the Embroidering Business for this job. Do not record a range here, this column is geared specifically for the Client’s request.
Step 7 – Deliver The Embroidery Order’s Costing
The “Unit Cost” will depend on the lowest denomination charged for an embroidery job. Some Embroidery Businesses will charge by the stitch but require a minimum number of stitches. The “Unit Cost” column is set to deliver the cost of the lowest denomination that can be charged for the stitching job being discussed. This table’s next focus will be on the “Amount” that must be paid for the materials of this work order. Reach this dollar value by multiplying a row’s reported “Quantity” against its “Unit Cost.” This result should be placed in “Amount” at the end of that row. The “Total Material” box at the end of the “Amount” column requires that you add all expected dollar amounts to each other then report this sum as its contents.
Step 8 – Report The Embroidering Job’s Billable Service Hours
The second table of this paperwork has been placed for a report on billable hours that will be spent on the embroidering job. The first column of the “Service” column will accept a “Description” of the work shift. This will be expected as a calendar date when work occurs and may include the times defining a shift. 
The time that will be spent on the embroidering should be presented as a number of “Hours.” The third column in the “Service” table is reserved for this report.
Step 9 – Discuss The Rates Contributing To The Embroidery Service Charges
The “Service” table will continue to a third column titled “Hourly Rate.” This column should be populated with the amount of money that must be paid for each work-hour the Embroiderer will spend on the project being discussed. Our next task will be to multiply the “Hours” of a row against the Embroiderer’s “Hourly Rate.” This result is the “Amount” expected for the embroidering service defined on that row.
The final box of this table is at the bottom of its “Amount” column. The “Total Service” box refers to the sum of all amounts owed for the billable embroidering hours that will be spent completing the work order.
Step 10 – Declare The Full Embroidering Cost Of The Work Order
The final table is brief but vital to the function of the work order being developed. Locate the box to the right of the term “Subtotal.” You must add the embroidering project’s “Total Material” to the Embroiderer’s “Total Service” values to reach the “Subtotal.” Perform this calculation the document your results accordingly. 
If the embroidering job will be subjected to sales tax, service tax, a value-added tax, or a combination of such then, you must calculate the full dollar value of the taxes that must be paid and furnish it to the box labeled “Tax.”
Complete the embroidering job’s expected “Total” by combining the reported “Subtotal” and “Tax” to one figure then recording this sum as the work order’s “Total.”
Step 11 – Finalize This Work Order
The individual who has completed the order must self-report his or her identity on the blank line attached to the phrase “Work Order Completed By…”
A pair of blank lines attached to the “Comments Or Suggestions” has been supplied should additional work order information be required. If desired, this may be left blank for the Client’s use. 
Step 12 – Receive The Client Signature
This work order only defines the project the Embroidery Service will engage in if the Client approves it. The “Client Signature” line may only be signed by the intended Recipient listed in the “Client Information” section. Once you receive this paperwork from the Client, check for this signature after the approval statement provided (“I, The Client, Authorize…”) 
How to Write an Embroidery Work Order in MS Excel
Download: Microsoft Excel (.xlsx)
Step 1 – Download In Microsoft Excel
The work order displayed on this page is available as an Excel template. Acquire this work order using the “Microsoft Excel (.xlsx)” link or download the work order after previewing the image by selecting the “Excel” button from the presented choices.
Step 2 – Identify The Embroidering Business Being Commissioned
Open the work order spreadsheet then, select the image set in cell A1. This image should be replaced with the Embroidering Business official trademark image or its logo. 
The cell A2 of this column, displaying the large font label “Company Name,” requires that you type in the legal name of the Embroidery Business. After naming the Embroidering Business, the Employee or Contractor responsible for following up on this work order should be identified in cell A3. This work order should also document the mailing address of the Embroidering Business. Cell A4 (“Street Address”), cell A5 (“City, State, Country”), and cell A6 (“ZIP Code”) are held in reserve for your entries that will present Embroidering Business’ mailing address. A presentation of the Embroidering Business’ “E-Mail” address and “Phone” number are expected entries in cell A7 and A8. This will complete your introduction of the Embroidering Business that will pursue the commissioned work once this document is approved by the Client.
Step 3 – Classify This Document As A Work Order
The work order being completed will need to have an official document number. This distinct number will follow the work order as it progresses in the filing systems of the Embroidering Business and its Client. Record this item in cell F5.
Cell H5 contains the work order “Date” that represents the first calendar day of its submission. It is set as the calendar day read from your computer, but you may edit this. It is strongly recommended that you do not post-date this work order beyond the project’s commencement date.
Step 4 – Deliver The Embroidery Client’s Identity
Our next focus for this work order will be the full “Name” of the Client. This may be submitted in cell A11 beneath the “Client Information” heading. 
The next few cells in the “Client Information” section have been reserved for the Client’s contact details. Begin with cell A12 where the “Street Address” of this mailing address must be placed. Then continue with the Embroidery Client’s “City, State, Country” in cell A13, and the corresponding postal code in cell A14. Continue down this column with the Embroidery Client’s “E-Mail” address and “Phone” number in cells A15 and A16.
Step 5 – Assign The Work Dates Defining The Project’s Lifespan
Locate the “Order” section on the right. Cell G11 of this section is set to define the “Expected Start Date” of the embroidery job once you record this item to its contents. Similarly, we will define the successful termination of this job with the embroidery project’s “Expected End Date.” That is, the calendar date when the Client expects the project successfully completed by the Embroidering Business at the heart of this document. Record this estimated calendar date of completion as the contents of cell G13.
Step 6 – Detail The Billable Materials Needed For The Embroidery Project
The materials used for the stitching job will need to be discussed for the review of the Embroidery Client. If the Client will supply the material, then only the commissioned stitch count is necessary. However, if the Embroidery Client is also expected to pay for material provided by the Embroidering Business, then this must be detailed as well. The rows are in column A of the “Material” table should be used for this report beginning with cell A20. 
The “Quantity” column located in the F column will continue each row’s request for information with a request for the number of embroidery products or materials needed. The final column that requires your input in the “Material” table is column G or “Unit Price.” As the name suggests, this column requests the price of the item reported in the first column as a single piece or lowest stitch-count that may be paid for. As you complete each row with its “Unit Price” the “Amount” column shall generate the dollar value of the materials being discussed. Allow these values to populate but take a moment to double-check them.
Step 7 – Account For The Billable Service Time Expected For The Project
The “Service” table concerns itself with the amount of time the Embroidery Customer will be billed for. Column A (“Description”) will begin with cell A28 and will require each shift’s information (i.e. date and times of work) reported on a distinct row. 
Column F seeks your report on the number of “Hours” making up each shift. The Embroiderer’s “Hourly Rate” or the dollar value that will be paid for a single hour’s work on this project is the next expected record. Begin with cell G28 for your first record then work your way down to apply this for each row containing information in the previous two columns. Your entry will complete the “Amount” column for each reported shift as well as display the “Total Service” owed.
Step 8 – Complete The Final Table Report To Deliver The Total Owed
After the “Material” and “Service” tables have populated their areas of column H with the owed amounts, locate cell H36 (“Tax”). This is the only cell in column H that will not automatically generate its contents. You will have to estimate the taxes owed for the embroidery job (applying the local tax codes to the “Subtotal”) then report the dollar amount owed in sales and/or service “Tax” in cell H38. 
Step 9 – Complete The Embroidery Work Order
Cell A37 in the first column requires you to replace the bracketed label “Individual’s Name” with the full name of this work order’s Preparer.
Step 10 – Review The Returned Work Order For Client’s Approval
Upon receipt locate cell A38. This area will contain any additional comments the Embroidery Client may have. This cell may also have been left blank if neither Party wishes to add any information. 
Cell A42 must be populated with the “Client Signature.” If the Client has not signed this document, then returned it to the Embroidering Company
