Work Order Template

1. Fill in dispatch and customer info. Start with the work order number, date, and foreman assignment. Add the customer's name, address, phone, and any access instructions.

2. Describe the project. Select the project type and phase. Enter the scope summary, permit number, and crew size for complete project tracking.

3. Document the work. Write the scope, your site assessment, and exactly what work was performed. Be specific — vague notes cause problems during change order disputes and inspections.

4. Record measurements and safety checks. Log project area, affected area, demo area, and material quantities. Run through the safety checklist to confirm jobsite compliance.

5. Generate the work order. Hit the button to create a clean, printable work order for your records, payment applications, or inspector documentation.

A work order is the single document that proves what happened on a job. Every section exists for a reason.

Project identification — project type, phase, permit number, and scope — ties the documentation to a specific project visit. This information is essential for change orders, payment applications, and building inspector records.

Project measurements document the scope of the work. Total square footage, affected area, demo area, and material quantities tell the full story. If a customer disputes change orders or a sub questions scope, your measurements are the definitive record.

Material tracking is essential for every GC job. Recording deliveries, materials installed, and debris hauled protects you during billing disputes and keeps inventory accurate. Smart GCs document every delivery and installation regardless of job size.

The safety checklist is your liability shield. Documenting PPE compliance, permits posted, utilities marked, and fall protection in place shows OSHA compliance. If an accident occurs on your jobsite, that checklist is your first line of defense.

Materials used with specs create a clear record for cost tracking, warranty documentation, and accurate progress billing.

Daily project documentation. Every day on a construction project needs a work order. The foreman fills it out — work completed, materials used, crew hours, and safety compliance. It becomes the daily log and basis for progress billing.

Service and repair calls. For smaller repair or renovation jobs, the work order captures the full scope from assessment through completion. It provides the permanent record of the visit and the basis for the invoice.

Change order and inspection documentation. When a building inspector requests proof of work, or when a change order needs documentation, the work order is your evidence. Complete records with measurements, materials, and safety compliance eliminate disputes.