Work Order Templates

Work Order Templates are usually the first step in any commissioned project. This document will serve to allow Clients to state exactly what they wish from the Company the work order concerns. In turn, this paperwork enables a Company to set its prices at the onset of the project. Both Parties benefit by starting a paper trail that will help keep track of what the original commissioned project entailed its expected compensation. Some Companies may use this template in-house when taking phone orders then faxing or sending the document to gain the Potential Client’s organization while others will print this document en-masse with the top portion filled out then dispense it to its Potential Client. Once a work agreement is set by such paperwork a Potential Client behind a project will be a solidified a Paying Client.

Types of Work Order Templates

How to Create a Work Order Form

How To Write In PDF Or Word

Download: Adobe PDF or Microsoft Word

Step 1 – Acquire The Work Order Template Displayed In The Sample Image

The paperwork on this page can be saved in one of three formats. For the purpose of this section locate either the “PDF” or “Word” buttons near the image and select the one that is compatible with your machine. If you can edit both, you may obtain both at your discretion.

Step 2 – Identify The Work Order Recipient

The full name of the Company being commissioned by this work order must be presented in the first field. This is the Company that requires this paperwork to be completed in order to proceed with the Client’s work. The “Name” and the full address of the Company Employee who should be contacted about this work order should be recorded on the next four lines. The “Name” of this contact is required on the first line while the next three empty lines will require the “Street Address,” “City, State, Country,” and “Zip Code” of this address.  The next two lines in this first section request a report on the “Phone” and “E-Mail” of the Commissioned Company produced for reference. 


Step 3 – Assign Specific Information To Define The Work Order

The document being developed will need to be tracked through the Commissioned Company’s system from this first stage to the final stage of invoicing. Thus, a “Work Order #” line has been supplied so a unique document ID number that will not repeat itself in the Commissioned Company’s filing system can be assigned. The “Date” this work order is generated should also be reported. This may be the day it was generated then sent from the Commissioned Company or it may be the “Date” of its expected receipt. It should be noted this “Date” will set the stage for the timeline desired by the Client and may be instrumental in setting the pace of production. 


Step 4 – The Client Requesting Service Or Production Should Be Named

The full name of the Client that requires the work done and will pay for it must be documented. The first line in the “Client Information” section will seek this identity presented as its contents.  The “E-Mail” and “Phone” number where the Client wishes to receive any further inquiries regarding this job order are the next requested items in the “Client Information” section. Supply this information where it is requested.  In addition to the above contact methods, the formal mailing address belonging to the Client should be presented. Three lines bearing labels concerning mailing address components should be used to document this party’s “Street Address,” “City, State, Country,” and “Zip Code.” 


Step 5 – Indicate When This Work Should Commence And Its Deadline

Turn your attention to the right of the “Client Information” section to the area titled “Order.” The first blank line, labeled “Expected Start Date,” requires the month, calendar day, and two or four-digit year the work on the project being discussed must commence.  Directly below the starting date assigned to the project, record the month, day, and year when the commissioned project is expected to be complete. 


Step 6- Describe The Expected Work Project

The table occupying the fourth section of this document will begin its request for information with its “Description” field. Here, a production of the required work must be submitted. This area should be used to define what the Commissioned must start working on as of the “Expected Start Date.” For instance, if this is a production order for items that must be manufactured by the Commissioned Company then, name the product and the number that must be produced in this field.


Step 7 – Discuss How Much Will Be Paid To Complete The Required Work

The “Amount” the Commissioned Company expects in return for the concerned service or products should be entered as a dollar value in the second field of this row.

Now, proceed to the next cell of this column (labeled “Subtotal”) where all amounts above must be reproduced as one value. If multiple entries were made, then add each one to the other. In some cases, the Client may qualify for a “Discount.” If so, indicate the value that will be subtracted from the “Subtotal” before taxes are considered in the next box down. 

There may be a requirement placed by local, state, or federal entities that a certain sum be collected on its behalf by the Commissioned Company. This tax amount may be a sales or service tax, or it may be a value-added tax. Calculate all taxes as required by law then report the tax amount to be added in the “TAX/VAT” field. 

The “Total” dollar value of the work done must be equivalent to the discounted “Subtotal” added to the required “TAX/VAT” payment. Add these figures then produce the work order “Total” in the final box of this column.


Step 8 – The Preparer Must Self-Report His Or Her Identity

The Preparer of this document may be an Employee of the Commissioned Company, that of the Client, or that of a third party. In all of these scenarios, this paperwork must verify that the Preparer submitting this order has the authority to do so. Thus, the individual that completing the work order must have his or her name produced on the blank line attached to the words “Work Order Completed By” 


Step 9 – Additional Comments Defining The Order Can Be Included

The “Comments Or Suggestions” area of this work order can be used to communicate any additional instructions to the Commissioned Company. Two blank lines have been reserved for this task however, if needed, you may paste additional blank lines. 


Step 10 – The Client Must Prove His Or Her Intention To Pay For This Order

The Client submitting this work order must sign his or her name just below the acknowledgment` statement to show that he or she wishes this work to progress and will assume the financial responsibility of payment. The “Client Signature” line at the bottom of this page will provide an area for this signature. 


How To Write In Excel

Download; Microsoft Excel

Step 1 – Acquire The Work Order Spreadsheet Template

Download the Excel version of the work order displayed in the preview with the “Excel” button presented. The link (“MS Excel (.xlsx)”) also enables this download.

Step 2 – Name Company Or Contractor Being Hired

The first item required for this paperwork’s ability to function is the logo of the Company being hired or commissioned through this document. Cell A1 will accept a direct upload of this image to its contents once you “Insert” it using the Excel task menu.  The full “Company Name” of the entity requiring this work order must be furnished to this document with its logo. Enter it in cell A2 as this will present it at the top of the page with the discussed logo. 

Cell A3 has been reserved strictly for the “Name” of the Employee who will receive and review this work order or the “Name” of the Commissioned Company’s Employee who is filling this paperwork out on behalf of a Customer (i.e. a work order done by phone). Record the address where the concerned Company can be reached by replacing the labels (“Street Address” and “City, State, Country”) in cells A2 and A3 with the appropriate address line.  The postal code for the address that has been documented in the previous two cells is the next entry. Place it in cell A6.  Finally, round out the Commissioned Company’s contact report by entering its “E-Mail” and “Phone” number. 


Step 3 – Attach The Work Order Reference Information

The work order being developed must have an assigned ID number. This must act as a reference, so it does not repeat in the Commissioned Company’s filing system. Fill in this document number in cell F4 then proceed to cell H3 and input the “Date” this order is generated if it is different then the default calendar “Date” displayed. 


Step 4 – Submit The Client’s Identity

Cell A11 (populated with the label “Name”) is the first field in the “Client Information” section that will be tended with information. This cell refers to the Client requiring work done.  The address lines (cells A12 through A14) seek their content labels to be replaced with the Client’s formal “Street Address,” “City, State, Country,” and “Zip Code.”  The Client’s current “E-Mail” address” and “Phone” number have two fields (cell 15 and A16) that request this information. Report these items in cell A15 and cell A16 respectively. 


Step 5 – Assign The Commissioned Project’s Time Frame

The next section, “Order,” seeks a definitive time period set. In cell G11 record the “Expected Start Date” of the assignment being commissioned by the Client, then in Cell G12, report the “Expected End Date” for this project. 


Step 6 – Define The Requested Service Or Product

Naturally, the subject of the work order must be directly addressed. Locate A19 then produce a “Description” of what the Client wishes to order from the Company. This cell can be used to request the manufacture of products, services, or to call out a contract that already has such items documented. 


Step 7 – Deliver The Cost Of This Order

The base “Amount” the Company requires for the ordered products or services must be documented in cell H19. You may enter as many dollar values as needed to price the work order appropriately.


Step 8 – Summarize The Order’s Asking Price

The “Subtotal” of this work order must be equivalent to the sum of the base amounts that were reported. Perform this calculation then produce it in cell H29.  Cell H30 in this column allows a report on any dollar amount that will be discounted from the “Subtotal.” The “Tax/VAT” amount required by the applicable local, state, or federal codes must be calculated then produced in cell H31  Finally, subtract the “Discount” from the “Subtotal” then add the “Tax/VAT.” This is the “Total” that must be reported for the work order in cell H32 


Step 9 – Name The Order’s Preparer

The Service Company or the Customer filling out this paperwork must make sure that his or her full name is displayed as its Preparer. Locate cell A33 then replace the bracketed term “[Individual’s Name]” with your full name. 


Step 10 – Finalize This Document With Any Remaining Comments

In some cases, additional requests or information may be needed. If either Party has any concerns or instructions that should be considered a part of this initial phase of working together then, make sure it is listed in cell A34 after “Comments Or Suggestions.” 


Step 11 – This Work Order Requires Direct Client Authorization

Cell A38 has been supplied with a horizontal line that acts as a place holder to receive the “Client Signature.” This means the Client must physically sign the printed document or must authorize an electronic signature (this will require additional paperwork). Thus, print this completed document, send it to the Client (fax or mail), then make sure he or she signs it and returns it before beginning work. Clients filling out this paperwork may sign it then fax, mail, or email it to the Service Provider. Keep in mind that two originals should be signed, one to retain for Client records and the other physically sent to the concerned Company by fax or mail.