{"id":15699,"date":"2024-02-16T14:51:44","date_gmt":"2024-02-16T21:51:44","guid":{"rendered":"https:\/\/limblecmms.com\/?p=15699"},"modified":"2025-05-30T13:02:48","modified_gmt":"2025-05-30T19:02:48","slug":"work-order-writing","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/work-order-writing\/","title":{"rendered":"How to write work orders: a simple guide"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]<span style=\"font-weight: 400;\">In fast-paced industrial environments, the simple work order serves as the backbone of effective <\/span><span style=\"font-weight: 400;\">facility management<\/span><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/limblecmms.com\/blog\/preventive-maintenance-program\/\"><span style=\"font-weight: 400;\">preventive maintenance<\/span><span style=\"font-weight: 400;\"> programs<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A <\/span><a href=\"https:\/\/limblecmms.com\/blog\/work-order\/\"><span style=\"font-weight: 400;\">work order<\/span><\/a><span style=\"font-weight: 400;\"> is a document that delivers details related to a <\/span><span style=\"font-weight: 400;\">maintenance task<\/span><span style=\"font-weight: 400;\"> like clear instructions for technicians. It&#8217;s the pivotal communication tool that bridges the gap between identifying that an asset needs maintenance and getting the necessary work done. <\/span><span style=\"font-weight: 400;\">Maintenance teams<\/span> <span style=\"font-weight: 400;\">use work orders<\/span><span style=\"font-weight: 400;\"> to ensure tasks are completed the right way. The documents also help simplify performance tracking and support a more strategic asset management program altogether.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let&#8217;s take a look at what it takes to complete a work order.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What goes into a work order?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Putting together a clear, concise work order is crucial for properly executing <\/span><span style=\"font-weight: 400;\">maintenance tasks<\/span><span style=\"font-weight: 400;\">. A well-written work order includes the following key components:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Work order number<\/b><span style=\"font-weight: 400;\">: This unique identification is included because it helps track and reference the work order throughout its lifecycle.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Description of the task<\/b><span style=\"font-weight: 400;\">: Every work order needs a detailed explanation of the work that needs to be done. The goal is to give the <\/span><span style=\"font-weight: 400;\">maintenance team<\/span><span style=\"font-weight: 400;\"> a thorough understanding of the job they have to do and reduce the need for <\/span><span style=\"font-weight: 400;\">follow-up<\/span><span style=\"font-weight: 400;\"> questions that might contribute to extra <\/span><span style=\"font-weight: 400;\">downtime<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Assigned <\/b><b>maintenance technician<\/b><b> or team<\/b><span style=\"font-weight: 400;\">: <\/span><span style=\"font-weight: 400;\">Work order requests<\/span><span style=\"font-weight: 400;\"> often include the ID and <\/span><span style=\"font-weight: 400;\">contact information<\/span><span style=\"font-weight: 400;\"> of the technician or team responsible for completing a task as well as those who assigned the work order. This helps build accountability and improve performance tracking by creating a trackable <\/span><span style=\"font-weight: 400;\">paper trail<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Expected completion date<\/b><span style=\"font-weight: 400;\">: Work orders should include proposed <\/span><span style=\"font-weight: 400;\">due dates<\/span><span style=\"font-weight: 400;\"> and completion timelines. This helps you prioritize tasks to plan and schedule future work. Make sure to leave space for technicians to note their actual completion dates.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Special instructions<\/b><span style=\"font-weight: 400;\">: You may have to follow a certain <\/span><span style=\"font-weight: 400;\">maintenance schedule<\/span><span style=\"font-weight: 400;\">, or use tools or special procedures to <\/span><span style=\"font-weight: 400;\">get<\/span><span style=\"font-weight: 400;\"> a given job done efficiently. A work order may, for example, include a safety <\/span><span style=\"font-weight: 400;\">checklist<\/span><span style=\"font-weight: 400;\"> to ensure <\/span><span style=\"font-weight: 400;\">maintenance departments<\/span><span style=\"font-weight: 400;\"> adhere to company procedures or meet industry requirements.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">By including these components in your work orders, you&#8217;ll keep everyone in the loop. That usually cuts down on the confusion and mistakes that can lead to excess <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/downtime\/\"><span style=\"font-weight: 400;\">downtime<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Different <\/span><span style=\"font-weight: 400;\">types of work orders<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">With so many different <\/span><span style=\"font-weight: 400;\">types of maintenance<\/span><span style=\"font-weight: 400;\">, you inevitably encounter a wide variety of work orders. It&#8217;s helpful to <\/span><span style=\"font-weight: 400;\">get<\/span><span style=\"font-weight: 400;\"> to know all the different variations to ensure your documents suit your <\/span><span style=\"font-weight: 400;\">maintenance workflows<\/span><span style=\"font-weight: 400;\"> and the department\u2019s needs.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Preventive maintenance work orders<\/b><span style=\"font-weight: 400;\">: These are <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/planned-maintenance\/\"><span style=\"font-weight: 400;\">scheduled tasks<\/span><\/a><span style=\"font-weight: 400;\"> based on time or usage to proactively maintain equipment. For more advanced organizations, these work orders may involve <\/span><span style=\"font-weight: 400;\">predictive maintenance tasks<\/span><span style=\"font-weight: 400;\">. They all help decrease the likelihood of unexpected equipment <\/span><span style=\"font-weight: 400;\">breakdowns<\/span><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Corrective maintenance work orders<\/b><span style=\"font-weight: 400;\">: More on the <\/span><a href=\"https:\/\/limblecmms.com\/strategies\/reactive-maintenance\/\"><span style=\"font-weight: 400;\">reactive maintenance<\/span><\/a><span style=\"font-weight: 400;\"> side of things, corrective work orders are usually issued after some kind of issue is identified. Perhaps equipment has broken down and needs to be brought back to full functionality, for example.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Emergency work orders<\/b><span style=\"font-weight: 400;\">: Managers issue these <\/span><span style=\"font-weight: 400;\">work requests<\/span><span style=\"font-weight: 400;\"> when an unexpected <\/span><span style=\"font-weight: 400;\">breakdown<\/span><span style=\"font-weight: 400;\"> occurs that requires immediate attention.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Inspection work orders<\/b><span style=\"font-weight: 400;\">: These service orders are usually much more routine and deal with evaluating the overall condition of equipment and infrastructure. They help catch any potential troubles before they escalate or become a real problem.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">By using different <\/span><span style=\"font-weight: 400;\">types of maintenance requests<\/span><span style=\"font-weight: 400;\"> and work orders, your managers can adjust <\/span><span style=\"font-weight: 400;\">workflows<\/span><span style=\"font-weight: 400;\"> to make sure they send resources to the right places and always hit their productivity targets.\u00a0\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">How to write a work order: a step-by-step guide<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Attention to detail is key when it comes to writing a work order. Make sure you accurately capture all necessary information about the task:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Identify the problem or need:<\/b><span style=\"font-weight: 400;\"> What needs to be repaired or replaced? Is it unexpected or is it just <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/routine-maintenance\/\"><span style=\"font-weight: 400;\">routine maintenance<\/span><\/a><span style=\"font-weight: 400;\">? Start by indicating what the <\/span><span style=\"font-weight: 400;\">maintenance task<\/span><span style=\"font-weight: 400;\"> involves.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Pick the work order type<\/b><span style=\"font-weight: 400;\">: Now that you know the nature of the issue, pick the corresponding request. It may be preventive, corrective, emergency, or inspection.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Fill out the <\/b><b>work order form<\/b><span style=\"font-weight: 400;\">: Create a physical or <\/span><span style=\"font-weight: 400;\">digital work order<\/span><span style=\"font-weight: 400;\">, using a <\/span><span style=\"font-weight: 400;\">work order template<\/span><span style=\"font-weight: 400;\"> to save time and ensure consistency with established best practices. Make sure to include all key details noted above.\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Work order management software<\/span><span style=\"font-weight: 400;\"> also helps with this part of the process, offering features that a <\/span><span style=\"font-weight: 400;\">spreadsheet<\/span><span style=\"font-weight: 400;\"> alone can\u2019t hope to match. A <\/span><a href=\"https:\/\/limblecmms.com\/cmms\/\"><span style=\"font-weight: 400;\">Computerized <\/span><span style=\"font-weight: 400;\">Maintenance Management System<\/span><span style=\"font-weight: 400;\"> (<\/span><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\">)<\/span><\/a> <span style=\"font-weight: 400;\">streamlines<\/span><span style=\"font-weight: 400;\"> everything from submitting the initial <\/span><span style=\"font-weight: 400;\">work request<\/span><span style=\"font-weight: 400;\"> to automatically generating the work order itself. <\/span><a href=\"https:\/\/limblecmms.com\/cmms\/cmms-software\/\"><span style=\"font-weight: 400;\">CMMS software <\/span><\/a><span style=\"font-weight: 400;\">also provide centralized <\/span><span style=\"font-weight: 400;\">dashboards<\/span><span style=\"font-weight: 400;\"> for tracking the <\/span><span style=\"font-weight: 400;\">maintenance department<\/span><span style=\"font-weight: 400;\">\u2019s performance against <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-kpi\/\"><span style=\"font-weight: 400;\">key <\/span><span style=\"font-weight: 400;\">KPIs<\/span><\/a><span style=\"font-weight: 400;\"> and simplifying all aspects of <\/span><span style=\"font-weight: 400;\">work order management<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What comes next?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Issuing a work order isn&#8217;t the end of the process. Once you&#8217;ve sent out the work order, it&#8217;s time for the maintenance worker or team assigned to the project to execute.<\/span><\/p>\n<ul>\n<li><b>Task execution<\/b><span style=\"font-weight: 400;\">: The assigned technician or team starts the work that needs to be done, sticking to the instructions in the work order.<\/span><\/li>\n<li><b>Progress tracking<\/b><span style=\"font-weight: 400;\">: <\/span><span style=\"font-weight: 400;\">Team members<\/span><span style=\"font-weight: 400;\"> provide status updates and project details in <\/span><span style=\"font-weight: 400;\">real time<\/span><span style=\"font-weight: 400;\"> (often through a <\/span><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\">).\u00a0<\/span><\/li>\n<li><b>Completion<\/b><span style=\"font-weight: 400;\">: This usually involves updating the work order status and documenting the work that was performed.<\/span><\/li>\n<li><b>Review and refinement<\/b><span style=\"font-weight: 400;\">: <\/span><span style=\"font-weight: 400;\">Team members<\/span><span style=\"font-weight: 400;\"> review how the job went. With an eye on key <\/span><span style=\"font-weight: 400;\">metrics<\/span><span style=\"font-weight: 400;\">, they can identify opportunities to make process improvements and refine <\/span><span style=\"font-weight: 400;\">maintenance operations<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Best practices for effective <\/span><span style=\"font-weight: 400;\">work order management<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">You&#8217;ll have more success in <\/span><span style=\"font-weight: 400;\">maintenance management<\/span><span style=\"font-weight: 400;\"> if you follow proven best practices like these.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Use clear and concise descriptions<\/b><span style=\"font-weight: 400;\">: Each work order should have a clear, detailed description of the task. Clarity eliminates confusion and gives direction to workers.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Be realistic<\/b><span style=\"font-weight: 400;\">: Does your timeline make sense given the complexity of the task or the availability of resources? You want high-quality work and you\u2019ll risk mistakes and burnout if you push your team too hard or expect more than is reasonable.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Prioritize tasks based on criticality<\/b><span style=\"font-weight: 400;\">: Prioritize work orders based on key factors like the importance of affected equipment, safety risks, or the cost of potential <\/span><span style=\"font-weight: 400;\">downtime<\/span><span style=\"font-weight: 400;\">. You want to address the most critical issues right away so you can keep the most important equipment running.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Remember, safety is everything<\/b><span style=\"font-weight: 400;\">: Compliance and attention to regulatory standards are key. Include safety instructions and any necessary precautions in every work order.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Provide regular training and feedback<\/b><span style=\"font-weight: 400;\">: <\/span><span style=\"font-weight: 400;\">Team members<\/span><span style=\"font-weight: 400;\"> should <\/span><span style=\"font-weight: 400;\">get<\/span><span style=\"font-weight: 400;\"> regular training on best practices, including lessons on how to use <\/span><span style=\"font-weight: 400;\">CMMS software<\/span><span style=\"font-weight: 400;\"> effectively. Encourage feedback to continuously improve the entire <\/span><span style=\"font-weight: 400;\">work order process<\/span><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Download our free <\/span><span style=\"font-weight: 400;\">work order template<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As you work to make your maintenance program the best it can be, time-saving tools like our <a href=\"https:\/\/limblecmms.com\/blog\/preventive-maintenance-program\/\">free work order templates<\/a><\/span><span style=\"font-weight: 400;\">\u00a0can help you:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Make your <\/span><span style=\"font-weight: 400;\">work order management system<\/span><span style=\"font-weight: 400;\"> and its processes consistent across <\/span><span style=\"font-weight: 400;\">maintenance teams<\/span><span style=\"font-weight: 400;\"> and facilities<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Eliminate confusion in the work order <\/span><span style=\"font-weight: 400;\">workflow<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Enhance your <\/span><span style=\"font-weight: 400;\">maintenance team<\/span><span style=\"font-weight: 400;\">\u2019s overall efficiency and performance<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Explore <a href=\"https:\/\/limblecmms.com\/resources\/\">Limble&#8217;s free maintenance templates &amp; checklists<\/a><\/span> <span style=\"font-weight: 400;\">to see how it can help you transform your <\/span><a href=\"https:\/\/limblecmms.com\/blog\/preventive-maintenance-program\/\"><span style=\"font-weight: 400;\">preventive maintenance program<\/span><\/a><span style=\"font-weight: 400;\">\u00a0and introduce strategies to <\/span><span style=\"font-weight: 400;\">excel<\/span><span style=\"font-weight: 400;\">. <\/span>[\/vc_column_text][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]In fast-paced industrial environments, the simple work order serves [&hellip;]<\/p>\n","protected":false},"author":77,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[739],"tags":[],"class_list":["post-15699","post","type-post","status-publish","format-standard","hentry","category-maintenance-operations"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.7.1 (Yoast SEO v25.7) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Write Work Orders: A Simple Guide | Limble CMMS<\/title>\n<meta name=\"description\" content=\"Learn how to write work 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