The Tenant Work Order Template is designed to accept then present the details of a request made for property repairs or maintenance from that property’s Owner, Property Manager, or Property Maintenance Company. This template can be used by any of these Parties as well as the Tenant so long as it is completed with the requested information then signed by the Tenant. As the first formal contact for a request on property maintenance and repair, it has been set with the sections required to solidify important facts such as which Tenant is submitting this request, when the Tenant’s request is formally issued, the details behind the repair, and the dates involved. This can potentially aid both the Property Owner, Manager, or Landlord and Tenant as a valuable record regarding the maintenance of the property while remaining an easy-to-use form with an efficient presentation.
How to Write in PDF & Word
Download: Adobe PDF or Microsoft Word (.docx)
Step 1 – Collect The PDF Or Microsoft Word Tenant Work Order Template From This Site
The Tenant Work Order is attainable using the buttons underneath the presented sample image or by using the links furnished to this section. For our purpose, select either an “Adobe PDF” or “Microsoft Word (.docx)” version of this template.
Step 2 – Directly Address The Property Manager Or Maintenance Company
The beginning of Tenant’s maintenance request should be set to address the Maintenance Company handling the property. This can be anyone from the Property Owner, to a Landlord, Property Manager, or On-Site Building Maintenance Office. Establish the “Company Name” of the Property Maintenance Company Or Office by entering it in the text box at the top of the page. 
Continue to the “Name” line in the upper left corner. This line must be populated with the “Name” of the Maintenance Officer or Employee who can correspond with the Tenant regarding this request and/or correctly file it with the Company so that it may proceed. The mailing address where the Property Maintenance Company receives its paper correspondence is the first contact item to be dispensed. The three empty lines “Street Address,” “City, State, Country,” and “Zip Code” in this series are set for your presentation of this address. The telephone number where the Property Maintenance Company can be directly reached to discuss the Tenant’s request is expected on the next line down. Lastly, the Property Maintenance Company’s formal “E-Mail” address us the final requested contact item in this set. Be advised, that many Tenants will use this as the primary method of contact so make sure it is the “E-Mail” address where the Maintenance Office or Company expects Tenant correspondence.
Step 3 – Establish This Request’s Reference Material
The “Work Order #” line following the Maintenance Office or Company’s greeting requires the production of this maintenance request’s filing number. 
Continue to the right side of the page to the word “Date.” Record a standard calendar “Date” that can be considered the effective or active “Date” of the maintenance request on this line.
Step 4 – Apply The Maintenance Request To The Correct Tenant
It will be important to make sure the Tenant requiring this work is properly attached to this request. The “Name” of the Tenant should be input to the first line of the “Client Information” section. 
Furnish the “E-Mail” address and the “Phone” number where the Tenant can be reached regarding the maintenance request on the second and third blank lines. The final empty lines are all labeled to request the Tenant’s mailing address. This should be the official address where notices and invoices aimed at the Tenant should be delivered. Thus, record the Tenant’s “Street Address,” then his or her “City, State, Country,” and “Zip Code” to this set.
Step 5 – Register The Dates Of Availability For Maintenance
The “Order” section to the right will seek the dates when the Tenant and Maintenance Office (or Company) agree the work should be e performed. The first calendar date when these Parties wish work to begin is expected on the blank space following the term “Expected Start Date.” This work should be assigned a date of completion. Document when both Parties believe the maintenance should be finished in the space attached to “Expected End Date.”
Step 6 – Inventory The Maintenance Products That Will Require Tenant Payment
The Tenant may be held responsible for the cost of some or all of the maintenance products necessary for this job. Compose a list of these maintenance products in the first column displayed in the “Material” table (designated by the column heading “Description”). 
A recording of how many maintenance products the Tenant must pay for must accompany each one’s “Description.” The second column, designated with the word “Quantity,” has been provided to display this information. A “Quantity” must be documented for every maintenance product (or supply) the Tenant will be billed at the time of invoicing. The “Unit Cost” for the maintenance products needed for the Tenant’s request will have a column of presentation as well. The price of one piece or the smallest billable unit of the maintenance product (or supply) needed for the Tenant request must be used to continue each row that has been supplied with information thus far. This table will be concluded with the “Amount” column. Every row where a maintenance product is listed should terminate with your entry in this column. To reach it, multiply the “Quantity” of the maintenance products needed for the Tenant request by the “Unit Cost” of these items. This results in the dollar value the Tenant will need to pay for the concerned product. A courtesy this table will be expected to provide is a summary of the property maintenance’s “Total Material” charges. Thus, add all the calculate maintenance product amounts then input the determined value in the “Total Material” box.
Step 7 – Lay Out The Billable Maintenance Schedule For The Tenant’s Review
The time spent by the Property Maintenance Office or Company satisfying the Tenant request has a table of discussion as well. Turn your attention to the first column of the “Service Table.” This area expects the calendar days and times when the property Maintenance Crew or Company is scheduled to perform the Tenant-requested maintenance. 
All shifts that will be worked must be further defined in the second column with the number of “Hours” the Property Maintenance Crew or Company will work and bill to the Tenant. Submit this tally of maintenance shift “Hours” accordingly. The third column serves as an area of report for the dollar value the Property Maintenance Office or Company intends to chart the Tenant for one hour of work. This “Hourly Rate” may vary depending upon the number of people assigned to the Tenant request or other factors (i.e. overtime) so make sure to correspond this value with the correct shift named on in the first column. Conclude the “Service” table by multiplying the property maintenance “Hours” with the Maintenance Crew or Company’s “Hourly Rate.” The result will also be a dollar value. This value will be the expected payment for the property maintenance “Service” being discussed. It should be mentioned that this is only an estimate and therefore may not be identical to the “Service” amount on a future invoice. The “Amount” column terminates with the property maintenance job’s “Total Service.” Deliver this value as the sum of all amounts listed in the final column.
Step 8 – Set The Estimated Tenant Maintenance Total
The third table only requires one column of data supplied. Add the property maintenance “Total Material” and “Total Service” charges then deliver this to the “Subtotal” field introducing this table. 
The “Tax” field is devoted to receiving a report on the service taxes or sales “Tax” that will be owed by the Tenant at the time of payment. Typically, this will be the sales “Tax” most states will expect with the purchase of an item however, at times, a service “Tax” or a value-added “Tax” may need to be covered. In any case, determine the applicable “Tax” that must be collected from the Tenant with the payment of the “Subtotal” in the next box available for this table. Lastly, inform the Tenant how much in “Total” he or she will be obligated to pay the Property Maintenance Office or Contractor in exchange for the above work (and products) by adding the “Tax” and “Subtotal” for the Tenant then producing a record of this result in the box labeled “Total.”
Step 9 – Identify Yourself As This Document’s Producer
The blank line holding the “Work Order Completed By” label is reserved for your name as the Processor of this paperwork. In fact, any Party who has prepared, processed, or entered any information directly to this sheet should be named here.
Step 10 – Deliver Instructions Or Other Content Required For This Tenant Request
“Comments Or Suggestions” is the section reserved for your free-form production of the topics still remaining to complete this request. Use the blank lines here to deliver all the content that could be useful or helpful to either Party to this section.
Step 11 – Acquire Proof Of The Tenant’s Intent To Pay
The Tenant must sign this document (physically or electronically) before the next step for this project can be taken by the Maintenance Office or Company. The empty line preceding the label “Client Signature” expects the Tenant to sign his or her name as an acknowledgment (and acceptance) of the payment terms for the above maintenance request.
How to Write in Excel
Download: Microsoft Excel (.xlsx)
Step 1 – Obtain The Tenant Work Order As A Spreadsheet In Excel
Download the Tenant Work Order with the “Excel” button under the sample image or the text link above (marked by the label “Microsoft Excel (.xlsx)”
Step 2 – Name The Maintenance Contractor, Company, Or On-Site Office Being Commissioned
Find the logo image used by the Maintenance Office or Contracted Service in your system then insert it to cell A1 as the replacement content for the generic image and label “Add Your Company Logo here” currently displayed in this field. 
The formal “Company Name” of the Property’s Maintenance Office or the Contracted Service should be placed in cell A2. If the Recipient is a Maintenance Department under the Property Manager’s Office, then list the name of the Property unless otherwise indicated. Cell A3 where the label “Name” is presented needs its contained label replaced with the first, middle, and last “Name” of the Property’s Maintenance Engineer or the Representative acting on behalf of the Property Maintenance Service. Three fields have been set aside so that a record of the Maintenance Office mailing address, or that of the Contracted Maintenance Service being commissioned, can be documented. Follow the label “Street Address” in cell A4 to the “City, State, Country” label displayed in cell A6, to the “Zip Code” label in cell A6 to produce the items making up this address properly. Next, remove the word “E-Mail” from cell A7 then use the Property Maintenance Office or Contracted Service’s official email address as a replacement for this term. Lastly, deliver the “Phone” number where the Property Maintenance Office (or Contracted Maintenance Service) can be reached in cell A8.
Step 3 – Dispense The Filing Content Needed By Both Parties To Store And Retrieve This Request
This maintenance request must be named for the sake of the Tenant and Recipient’s ability to store and discuss it. The field labeled “Work Order” is set for the property maintenance request’s work order number. Report this number in cell F5 Once this paperwork’s filing material has been supplied the “Date” when the request is made should be documented by attaching it to this paperwork. To this end, either confirm the current “Date” displayed in cell H5 or replace it with the preferred maintenance request “Date.”
Step 4 – Attach The Tenant As The Maintenance Client
Continue to the next section, “Client Information,” then document the Tenant’s “Name” in cell A11. 
Cell A12, cell A13, and cell A14 set with respective labels “Street Address,” “City, State, Country,” and “Zip Code” expect the Tenant’s mailing address displayed using these cells.
Lastly, the Tenant’s “E-Mail” address as well as the Tenant’s “Phone” number are required displays for this section. Each will have its own field of presentation in cell A15 and cell A16 (respectively).
Step 5 – Secure The Work Dates For The Requested Property Maintenance
The next area that needs your attention is titled “Order.” This section is intent on solidifying the range of dates when the Tenant’s maintenance work can be done. Record the first property maintenance date in cell G11 (labeled “Expected Start Date”). Cell G12 will complete this report with your entry of the final date that the maintenance work will be conducted. That is, when the job will be finished. Supply this (month/day/year) after the term “Expected End Date.”
Step 6 – Deliver An Estimation Of The Maintenance Products To Be Paid For
The Tenant’s request for maintenance will need to be summed up along with the charges. This paperwork shall use a few tables to convey this information beginning with the one titled “Material” found on row eighteen. Only the first three columns require the Tenant’s maintenance requirements and costs dispensed while the final column shall use your entries to summarize how much will be owed. Begin this process with a “Description” of the products the Tenant’s maintenance job will require in column A. 
The number of maintenance products is also needed to define the Tenant’s billable needs. This report will be the second requirement of the maintenance job’s billable “Material” table thus, report the number needed for the first product listed in column F on the same row, then continue down the “Quantity” column with the number of products likely needed to satisfy the Tenant’s maintenance request. The “Unit Price” asked for the concerned maintenance products is mandatory to complete this table. Therefore, inform the Tenant how much will be charged for a single product piece or unit in column G. This, in turn, will prompt column H’s production of how much money must be paid for the product(s) on that row provided you completed both column F and column G.
Step 7 – Present All Assumed Work Days For This Project With Billable Hours
The presentation required for the “Service” table will assume a similar process with similar results. The first topic will be the Maintenance Engineer or Crew’s maintenance schedule for this Tenant. The “Description” column (beginning on row 28 in column A of this sheet) seeks this schedule either as a set of dates and times, project name or scheduled maintenance tasks, or any agreement that may contain this information. The production supplied here must be one that both Tenant and Maintenance Office or Contracted Service can easily refer to. 
Column F, or “Hours,” is reserved to document the estimated time requirements for the Tenant’s requests. Place the number of “Hours” that will be worked and paid for in this column in coordination with the shift or item it refers to in the first column. The “Hourly Rate” section of this table (in column G) must be used to establish the pay rate that will apply to the Tenant’s maintenance job. Once this rate is furnished, the next column (labeled “Amount”) shall use your entries to summarize the costs of the maintenance work.
Step 8 – Complete The Final Table’s Report With The Owed Tax For This Subtotal
In addition to the column H’s entries in the “Material” and “Service” tables, a third table will be populated with values. The “Tax” field (cell H36″) of this third table will also need to be completed. If no sales, service, or value-added “Tax” is needed for the “Subtotal” amount then you may enter zero to this field however, if the Maintenance Service is obligated to collect any type of “Tax” for the jurisdiction governing its business then it must be documented. Supply this dollar value to cell H36 (“Tax”) if any taxes must be collected. 
Step 9 – Name Every Tenant Work Order Preparer
The names of everyone who has processed the Tenant’s work request with an entry to this sheet is expected in the next report. Locate cell H37, clear the label “Individual’s Name” from its content, then input the full name of every Preparer or Processor.
Step 10 – Continue Recording
The above areas will cover most of what a Tenant’s maintenance request must set to paper so it may be approved. Additional content can be delivered to a free-form area in cell A38 at your discretion. If more space is needed after the words “Comments Or Suggestions,” you may insert an additional row or you may name any attachments provided with this document. 
Step 11 – Secure Tenant Approval For These Charges
After presenting documentation the products, maintenance time, and charges that will likely be needed to satisfy the Tenant’s maintenance request, he or she will need to sign the “Client Signature” line to deliver the authorization needed by the Maintenance Office or Contracted Service to proceed to the next step. Direct the Tenant to sign the blank line in cell A42 after giving this paperwork a thorough review for accuracy. 
