Free template
Free vehicle maintenance work order template
Fill in this vehicle work order on the page, add your company name and logo, then print it or save it as a PDF. Nothing is sent to us: your entries stay in your browser.
Vehicle work order
Work order
Vehicle
Problem reported
Labour
| Task | Technician | Hours |
|---|---|---|
Parts
| Part number | Description | Qty | Cost |
|---|---|---|---|
Completion
Sign-off
Technician
Signature
Approved by
Signature
Why every repair needs a work order
A work order is the written record of a repair or service on one vehicle: what was reported, who did the work, how long it took and which parts went in. Without it, a fleet's maintenance history lives in people's heads. With it, you can see which units keep coming back to the shop, check warranty claims and plan the next service from the odometer or engine hours.
Work orders that open themselves
FleetZap, our own maintenance software, manages work orders, inspections and parts, and schedules preventive maintenance by engine hours or kilometres. It connects to Geotab and other telematics platforms, so readings come from the vehicle instead of a clipboard. High Point GPS installs and supports the GPS tracking that feeds it.
Get a quoteTips for useful work orders
Write the odometer reading or engine hours on every work order. It is the only way to plan the next service on time.
Describe the problem in the driver's words, then the technician's finding. The two are often different, and both help.
Record part numbers, not just descriptions, so the next repair orders the right part the first time.
Give each vehicle its own file and keep closed work orders in it, newest on top.
Questions about vehicle work orders
- Is this work order template free?
- Yes. You fill it in on this page, add your company name and logo, and print it or save it as a PDF from your browser. There is no sign-up, and nothing you type is sent to High Point GPS. Your entries stay in your own browser, so clear them when you use a shared computer.
- What should a vehicle maintenance work order include?
- A work order number, the date opened and a priority; the vehicle's unit number, VIN, plate, odometer and engine hours; the reported problem; each labour task with the technician and hours; the parts used with numbers and quantities; a summary of work done; the date completed; and the next service due.
- What is the difference between a work order and an inspection report?
- An inspection report, such as a DVIR or a pre-trip check, records defects that a driver or inspector found. A work order records what the shop did about them: the tasks, the parts and the sign-off. A defect on an inspection report often becomes a work order, and the two should reference each other.
- Who approves a work order?
- The technician signs to confirm the work was done, and a fleet manager, shop supervisor or owner signs to approve it. Approval usually happens before costly repairs start and again when the vehicle returns to service. Set your own rule for which repairs need approval in advance, and write it on the form.
- Can work orders be created automatically?
- Yes, with maintenance software. FleetZap, made by High Point GPS, handles work orders, inspections and parts, and schedules preventive maintenance by engine hours or kilometres. It integrates with telematics platforms such as Geotab and Samsara, so the readings it uses come from the vehicles rather than being typed in by hand.