{"id":15700,"date":"2024-02-16T15:00:08","date_gmt":"2024-02-16T22:00:08","guid":{"rendered":"https:\/\/limblecmms.com\/?p=15700"},"modified":"2025-05-30T13:02:48","modified_gmt":"2025-05-30T19:02:48","slug":"work-request-definition","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/work-request-definition\/","title":{"rendered":"What is a work request?"},"content":{"rendered":"

A <\/span>work request<\/span> is a formal document submitted to a <\/span>maintenance team<\/span> indicating that there are tasks requiring attention and resolution.\u00a0<\/span><\/p>\n

Maintenance and <\/span>asset management<\/span> programs depend on documents like <\/span>work requests<\/span>. Though <\/span>work requests<\/span> and <\/span>work orders<\/span><\/a> both include crucial information on maintenance tasks, the two types of documents are distinct.\u00a0<\/span><\/p>\n

Work Requests<\/b> vs. <\/b>Work Orders<\/b><\/h3>\n

The <\/span>work request<\/span> is the initial <\/span>notification<\/span> that maintenance is needed, whereas a <\/span>work order<\/span> is the formal authorization of the required work. Typically, the submission and acceptance of a <\/span>work request<\/span> will initiate the creation of a <\/span>work order<\/span>.\u00a0<\/span><\/p>\n

Both documents serve as steps in the formal process of both identifying and documenting the need for <\/span>facilities management<\/span><\/a> and maintenance services. Likewise, both documents together provide tools that allow personnel in other parts of the organization to communicate their needs to the maintenance department, <\/span>prioritize<\/span> tasks, and track team performance.\u00a0<\/span><\/p>\n

Key elements of an effective <\/b>work request<\/b><\/h2>\n

An effective <\/span>work request<\/span> will typically include these five key elements:<\/span><\/p>\n

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  1. Requestor<\/i><\/b> information<\/i><\/b>: Begin with contact information for the individual or department submitting the request. This opens the channels of communication between the <\/span>requestor<\/span> and the maintenance department, providing a pathway for engagement when clarification or further detail is needed.<\/span><\/li>\n
  2. Description of issue:<\/i><\/b> Provide a clear explanation of the maintenance problem requiring attention. You might report an issue related to malfunctioning or broken equipment, the need for replacement parts, the need for facility clean up, routine <\/span>landscaping<\/span>, and more. This gives maintenance an understanding of the scope and scale of the job, as well the information needed to delegate the proper personnel for the task.\u00a0\u00a0\u00a0<\/span><\/li>\n
  3. Priority level: <\/i><\/b>Indicate the level of urgency for your request. This gives your <\/span>maintenance team<\/span> the ability to <\/span>prioritize<\/span> tasks, create a timeline for the completion of work, establish a <\/span>due date<\/span>, and ultimately manage both time and distribution of labor with precision. Assigning the appropriate priority level ensures emergency tasks don\u2019t wind up in your <\/span>maintenance <\/span>backlog<\/span><\/a>.<\/span><\/li>\n
  4. Location:<\/i><\/b> Specify the location of the issue identified in your <\/span>work request<\/span>. This ensures that your <\/span>maintenance team<\/span> wastes no time searching for the issue in question. More easily locating and identifying issues means quicker work completion and minimal <\/span>downtime<\/span>.<\/span><\/li>\n
  5. Budget: <\/i><\/b>Indicate the likely cost of the work including labor, parts, and the required support of any third-party entities. This information is essential for accounting records as well as for receiving approval from management to proceed with requested <\/span>maintenance activities<\/span>.<\/span>\u00a0<\/i><\/b><\/li>\n<\/ol>\n

    Together, these elements contribute to a <\/span>work request<\/span> that clearly communicates an issue, identifies the maintenance needs created by that issue, and initiates the process of resolving this issue. It sets your maintenance personnel up to complete and assign <\/span>work orders<\/span>.\u00a0<\/span><\/p>\n

    4 different <\/b>types of work requests<\/b> and <\/b>work orders<\/b><\/h2>\n

    Work requests<\/span> and <\/span>work orders<\/span> differ based on the nature of the work required as well as the broader maintenance strategy employed across the organization. Below are four common varieties:\u00a0<\/span><\/p>\n

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    1. Emergency maintenance<\/i><\/b><\/a>:\u00a0 An urgent <\/span>work order<\/span> calling for an immediate response to a critical, <\/span>non-routine<\/span> issue that may threaten operational stability, safety, and productivity.<\/span><\/li>\n
    2. Preventive maintenance<\/i><\/b><\/a>: A regularly scheduled <\/span>work order<\/span> calling for the scheduled maintenance of equipment in order to increase reliability and prevent failure.<\/span><\/li>\n
    3. Predictive maintenance<\/i><\/b><\/a>: A proactive <\/span>work order<\/span> that engages in ongoing monitoring in order to collect and analyze data, anticipate equipment failures, and perform maintenance preemptively.<\/span><\/li>\n
    4. Routine maintenance<\/i><\/b><\/a>: A standard <\/span>work order<\/span> requesting regular inspections, minor repairs, and non-critical <\/span>maintenance activities<\/span>, with the purpose of keeping equipment in optimal condition.<\/span><\/li>\n<\/ol>\n

      The correct <\/span>work request<\/span> and order for your maintenance issue will depend on the nature and urgency of the issue as well as the broader strategy that your organization deploys for maintenance issues. You can <\/span>use templates<\/span> to simplify the process of issuing each different type.<\/span><\/p>\n

      Why are <\/b>work request systems<\/b> important to <\/b>maintenance teams<\/b>?<\/b><\/h2>\n

      Work requests<\/span> perform several important functions that are valuable to your <\/span>maintenance team<\/span>\u2019s daily operations and <\/span>bottom line<\/span>. An effective <\/span>work request<\/span> will:<\/span><\/p>\n