The subcontractor work order template is a form that gives an approximate calculation for a future service or project. The work order acts as a “ballpark figure” for costs associated with materials and labor with, most commonly, construction projects. After the work order is submitted by the subcontractor, the client or contractor will either reject it or agree and sign a binding subcontractor agreement.
Subcontractor Agreement – A legally binding agreement between the client and/or independent contractor and the subcontractor.
Subcontractor Invoice – Sent to the independent contractor and /or client after the scope of work has been completed in its entirety (unless there are partial payments).
How to Write a Contractor Work Order in PDF & MS Word
Download; Adobe PDF Or Microsoft Word
Step 1 – Acquire The Subcontractor Work Order From this Site
The Subcontractor Work Order Template is a downloadable “PDF” or “Word” file through the buttons made available with the sample image. If preferred, you may also access your desired template through the links labeled “Adobe PDF” and “Microsoft Word”
Step 2 – Utilize The Heading To Address The Subcontractor
This work order shall introduce its contents with a report on the Subcontractor who is being commissioned for work. the “Company Name” text box furnished to the top of the page will seek the formal operating name of the Subcontractor Business being hired through this paperwork. 
In addition to the text field’s introduction, several blank lines have been placed at the beginning of this document to present the Subcontractor’s “Name” and address. Record the full “Name” of the Subcontractor on the first blank line and his or her business address on the second, third, and fourth lines. Notice these lines call for individual address components (“Street Address,” “City, State, Country,” and “Zip Code”) to be supplied on a line-by-line basis where requested. The Subcontractor’s business telephone number and email address are the next two items expected to be presented for display. Utilize the last two lines (labeled as “Phone” and “E-Mail”).
Step 3 – Officially Request The Subcontractor’s Services
The request being made for the Subcontractor’s services should be unified by a single document number. Input this number on the “Work Order #” line. 
Across the work order from the work order number, the “Date” line will seek a record of the month, day, and year when the Contractor or other Hiring Entity submits this service request (formally).
Step 4 – Identify The Hiring Contractor
The full “Name” of the Subcontractor’s Client (the Hiring Contractor) should be input to the first blank line in the “Client Information” section. 
Once done, continue through this section by entering the “E-Mail” address and “Phone” number where the Subcontractor Client can be reached (preferably during business hours). The mailing address the Subcontractor Client prefers used for paper correspondence and notices should be included to complete this Party’s identification process. The final three lines (beginning with “Street Address”) will seek the full address of this Party reported while requesting the “City, State, Country” and “Zip Code” be entered separately.
Step 5 – Deliver The Project’s Initial And Ending Work Dates
The calendar dates when the Subcontractor’s services are expected should be defined clearly. Locate the “Expected Start Date” line in the “Order” section then report when the first day of work is as a month, day, and year. The second available line in the “Order” section will require that the final day of work be documented on the “Expected End Date” line.
Step 6 – Furnish The Subcontractor Material Table With A Product And Supply Report
The body of this work order will consist of a few tables that will request information defining the job. The “Material” table is the first one presented and is set for a discussion on the Subcontractor supplies or products that he or she expects to be paid for. List every such Subcontractor product or item in the “Description” column. 
The second column, carrying the “Quantity” title, requires that the total number of the concerned Subcontractor’s billable items required for the job be reported. The amount of money the Subcontractor charges for his or her billable project items should be dispensed as well. The “Unit Cost” will expects this dollar amount charged for that row item is defined assuming the “Quantity” of one. Since the price of one item is delivered in the “Unit Cost” and the total number of items reported in “Quantity,” multiply these numbers. The result will be the full “Amount” expected for the full order of that item. This dollar value should be recorded in the final column of that row. The last field in the “Amount” column has been set aside as a summary area for the Subcontractor Client. Add every “Amount” charged to a single dollar “Amount” then report it in the “Total Material” field.
Step 7 – Discuss The Service Time Required Of The Subcontractor
The second table of this work order will also deal directly with the job expectation placed on the Subcontractor for this project. The first column of the “Service” column requires a tally of the anticipated workdays (and times) the Subcontractor must work presented. Dispense these work dates and times for the Subcontractor on a row-by-row basis. 
Continue to the “Hours” portion of the “Service” table. Declare the number of “Hours” the Subcontractor must work for every shift listed. These values may vary row-by-row so long as the information entered corresponds to the listing for that row in the previous column. The “Hourly Rate” that shall be paid to the Subcontractor for these work “Hours” should be set in writing. Produce it in the third column of the “Service” table. Every row in the “Service” table will terminate with the Subcontractor’s “Amount” column. Here the total amount expected for each shift should be calculated then reported on the same row. Working across rows, furnish the result of a work shift’s “Hours” with its “Hourly Rate” in the “Amount” column on the same row. Follow the “Amount” column down to the last field then furnish the dollar sum of all the “Service” amounts that were entered.
Step 8 – Produce A Summary Of The Subcontractor’s Payment
The third and final table on this page is only one column but serves an important function. Here, the Client and the Subcontractor will solidify how much will be paid in “Total” for the work defined above. The “Subtotal” field in this table refers to the sum of the “Total Material” charge and the Subcontractor’s “Total Service” charge. Report this sum in the first field of the final table. 
If the Subcontractor is obligated by the government and interested Tax Entities to charge and collect a “Tax” on the “Subtotal” for this work, then report this sales, service, or value-added “Tax” value in the second field of the last table. Finally, add the value in the “Tax” field with that of the Subcontractor’s “Subtotal” then document the resulting figure in the box labeled “Total.”
Step 9 – Document The Identity Of The Work Order’s Submitter
The Party that is responsible for entering the information above (You) or who can be held accountable for its accuracy should be named on the blank line placed after the words “Work Order Completed By.”
Step 10 – Attach Contractor Or Subcontractor Comments As Needed
If the Hiring Contractor and the Subcontractor require additional space to present more material concerning the job, payment, etc., then find the term “Comments Or Suggestions.” The blank lines that follow are placed here as an optional area to display additional information. Note: Any remaining content that is to be considered a part of this work order and has not been discussed should be placed in this area.
Step 11 – The Hiring Contractor Must Sign This Paperwork
The Hiring Contractor must sign the “Client Signature” line to formally request the Subcontractor’s services. This line is placed directly beneath the “I, The Client, Authorize…” declaration statement at the end of the work order. 
How to Write a Contractor Work Order in MS Excel
Download; Microsoft Excel
Step 1 – Access Then Save The Subcontractor Work Order In A Spreadsheet Format
The Subcontractor Work Order is available for download through the “Microsoft Excel” link in this section of the site or the “Excel” button that has been put on display with the sample image.
Step 2 – Direct This Request To The Subcontractor
Open your Subcontractor Work Order then direct your attention to the first cell in column A. The image that has been placed here as well as its accompanying text (“Add Your Company Logo Here”) should be replaced with the Subcontractor’s logo image. 
The next field down, cell A2, should have its content removed as well. After deleting the term “Company Name,” input the legal name of the Subcontractor’s Business or Company. His or her ‘Professional’ name will suffice as well so long as the Subcontractor can legally operate with it. The full “Name” of the Subcontractor as it appears on his or ID should be produced in cell A3. Once the Subcontractor has been named, the address where he or she monitors incoming business mail must be presented in cell A4 (“Street Address”) and cell A5 (“City, State, Country”) then cell A6 (“Zip Code”). The “E-Mail” address label in cell A7 and the “Phone” label in cell A8 both require replacement. Use the Subcontractor contact information to populate these fields with the direct contact material each calls for.
Step 3 – Define This Spreadsheet As A Work Order For The Subcontractor Job
The “Work Order” number that the Hiring Contractor and the Subcontractor shall file this work under should be documented in cell F5 for future reference. This area of the sheet also calls for the request “Date” of the work order. Produce this material to cell H5.
Step 4 – Attach The Client Issuing This Paperwork
The next task this sheet requires to be handled is a report on the (Hiring) Contractor’s “Name” and contact information. Locate the Subcontractor’s “Client Information” section then produce the (Hiring) Contractor’s legal “Name” in cell A11. 
Once the (Hiring) Contractor has been named, use cells A12 through A14 to record the “Street Address,” City, State, Country,” and “Zip Code” of this Party’s mailing address and cells A15 and A16 to present his or her “E-Mail” and “Phone” number.
Step 5 – Present The Dates When The Subcontractor’s Service Is Required
Now that both Parties have been identified, turn your attention to the section titled “Order” then document the determined first day of work of the Subcontractor’s participation on the concerned project. The space after “Expected Start Date” in cell G11. Cell G12 of this section also requires a date. Deliver the “Expected End Date” to this field after the provided label.
Step 6 – Define The Subcontractor Supplies And Products Being Commissioned
This paperwork will need to set several items on paper for the benefit of both Parties (Contractor and Subcontractor). The table titled “Material” displays a few columns where the physical products the Subcontractor will obtain for the job, produce for the Contractor, or develop on-site should be listed. All tangible products the Subcontractor wishes to collect payment on must be listed in column A (titled “Description”). Use as many rows as necessary to produce a complete report.
The column named “Quantity” refers to the number of billable Subcontractor products that must be paid for. Enter this number so that it corresponds with the required Subcontractor products.
After defining the Subcontractor product and the number of products that will be paid for, the “Unit Price” must be documented. This will be the cost of one of the reported products. As this dollar value is entered to column G, the next column will automatically report the Subcontractor’s required payment amounts for the defined materials in column H.
Step 7 – Document The Required Subcontractor Service Hours
The “Service” table presented in this work order is intended to report how much time the Subcontractor must devote to the concerned project and the compensation that may be expected. Column A of the “Service” table, or “Description,” should be populated with either the service agreement relevant to this work order or the dates and times when the Subcontractor must work.
Column F, titled with the word “Hours,” requests the Subcontractor’s time be divided then reported as a number of “Hours” on every row where a shift or service is defined. The third column of the Subcontractor’s “Service” table carries the title “Hourly Rate” and requires that the amount of money the Subcontractor shall be paid every one hour be documented. Every entry you produce in “Hourly Rate” will result in a report in the “Amount” column.
Step 8 – Complete The Subcontractor Payment Report
Now that a report on the “Material” and “Service” required of the Subcontractor has been presented along with their cost, the third table will need the determined sales or service “Tax” that applies to the products or service defined. Present the “Tax” the Subcontractor must charge in cell H36. Your entry will immediately be applied to the “Total” that must be paid to the Subcontractor. 
Step 9 – Deliver The Preparer’s Name
The words “Work Order Completed By” in cell A37 requires the full name of the person who has submitted the details defining the request for Subcontractor’s services replace the language “Individual’s Name.”
Step 10 – Discuss Additional Subcontractor Project Details
While the tables above and the preliminary information provided beforehand will handle displaying the information needed for a work order to be issued, some projects may require additional disclosures. if so, then document such content in cell A38 after the label “Comments Or Suggestions” 
Step 11 – The Subcontractor Customer Must Execute This Request
The (Hiring) Contractor will need to sign this paperwork for it to be put in effect. This act will commit the (Hiring) Contractor to pay the Subcontractor in exchange for the defined materials and service hours therefore, this work order should not be allowed to proceed unless the “Client Signature” line in cell A42 has been signed by the (Hiring) Contractor.
