Work Order Template

1. Fill in dispatch and customer info. Start with the work order number, date, and technician assignment. Add the customer's name, address, phone, and any access instructions like gate codes or lockbox combos.

2. Describe the job. Select the job category and enter the location within the property. Add a scope summary so the next tech has a complete picture.

3. Document the service. Write what the customer reported, your diagnosis, and exactly what work you performed. Be specific -- vague notes cause problems during warranty claims and callbacks.

4. Record measurements and run the quality checklist. Log any relevant measurements for the job. Run through the quality checklist to confirm the work area is clean and the customer is satisfied.

5. Generate the work order. Hit the button to create a clean, printable work order. Have the customer review it, then use it for your records, warranty documentation, or office filing.

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

Job identification -- category, location in property, and scope summary -- ties the documentation to a specific service visit. This information is essential for warranty claims, follow-up visits, and customer records.

Job measurements document the scope and dimensions of the work completed. Lengths, areas, and quantities tell the full story. If a customer calls back two weeks later questioning the work, your measurements prove exactly what was done.

Documentation is essential for every job. Detailed records of work performed, materials used, and before/after conditions protect both you and the customer. Smart contractors document everything regardless of job size.

The quality checklist is your liability shield. Documenting that you cleaned the work area, tested functionality, and walked the customer through the completed work shows due diligence.

Parts used with part numbers create a clear record for inventory management, warranty tracking, and accurate invoicing.

Service and repair calls. Every handyman visit needs a work order. The tech fills it out on site -- reported issue, diagnosis, work performed, parts used, and measurements. It becomes the permanent record of the visit and the basis for the invoice.

Multi-task visits. When a customer has a punch list of items, the work order tracks each task completed, materials used for each, and total time on site. Over multiple visits, these records show the property's service history and help you plan future work.

Warranty and callback documentation. When a customer disputes what was done or a part fails under warranty, the work order is your evidence. Complete work orders with measurements, parts, and signatures eliminate he-said-she-said situations.