A work order format is necessary for proper work-related communication between different entities involved in a construction project. It describes the work to be completed or items to be purchased or manufactured. They are usually customized to include more details than a basic purchase order. This article will discuss everything there is to know about a work order.
In the construction business, a work order is a document outlining details pertaining to a specific project. They are created by construction companies to clearly define the expectations of the work they have agreed to do for their clients. A work order is usually signed by both parties to agree on the terms of the project.
The primary purpose of the construction work order is for the two main parties, i.e., the contractor and the customer, to agree on the nitty-gritty of a project. With a work order in hand, a business can estimate costs, timelines, and materials needed to complete a project. Responsibilities will also be briefly outlined. Since these are automatically generated by companies, they are also a way for construction companies to consistently record and file the details of their projects.
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Here are some jobs that may require a work order:
The construction work order is also meant for managers not present at the construction site because they should be kept informed about what is happening at the construction site. The forms are also helpful in creating reports on what work needs to be done in a particular area. The change order template details the construction work that should be undertaken and what the approach should be to finish it. These are usually meant for those tasks that can only be undertaken by experts and not by the usual workers.
The following are the types of work orders in construction.
A quote is a list of prices provided to the customer for them to review and decide if they can afford the project.
This is where the construction company commits to the project and dedicates inventory to the project. It is like a guarantee that the customer will pay for services.
These are documents that accompany recurring jobs like inspection and maintenance.
These are the documents relating to construction needs the customers may not have planned for—for example, emergency repairs.
These are the work orders that people in a company generate for other people in the same company. They are usually created when one business department does work for other departments.
The work orders generated by people outside the business are called external work orders.
These are work orders that can be generated manually, either digitally or in writing.
These are work orders that are generated automatically. This can be the recurring orders that are created using the software.
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There are several essential pieces of information to be included in a construction work order. They are briefly discussed below.
Information regarding who the customer can contact for updates or queries should be provided on the work order. This can be the contact information of the project manager, site supervisor, customer service department, etc., depending on the size of the organization. Other information like billing information and company details (legal business name and address) can also be included.
A unique work order number is assigned to each project and task. This will prove to be extremely helpful for filing and reviewing work orders, especially when multiple projects/tasks are being carried out at the same time. Other information like the name of the representative who created the work order, customer ID, etc., may also be included.
Several key dates should be included in a construction work order. For a majority of the projects and tasks, the primary dates are the estimated start and finish dates of the project.
Other milestones like the date on which specific parts of the project/task are expected to be completed or when certain materials can be expected to arrive can also be added. Some clients may negotiate dates if they want a quicker timeline on certain projects/tasks like minor repair work.
This includes the overall scope of a project, including the expected end result of a project, along with the names of the people responsible for it. For automated work orders, this field will most likely have standard template information on it.
Details of services and labour provided will have to be provided for manual work orders. The price of labour should ideally be included in the service description or a separate section.
This includes what kind of raw materials and tools will be needed to complete a project. Price and quantity should preferably be included here so that customers are informed as to how much they will have to spend. Additional fees like shipping costs and taxes can also be included here.
This field exists to show that both parties to the contract have agreed to the terms and conditions of the contract. This includes agreeing on both scope and price of the project. A space for signatures for both the clients and the business is necessary.
Purely in terms of the value of work (both quality and quantity), the labour contract holds the most value. A work order for a labour contractor helps allocate the right kind of work to the right employees. Here is a sample of a work order format for a labour contractor:
Source: Sample work order format for a contractor from CITEHR
Here’s another construction work order format in word-
Note: This is a construction work order format in word. There is also a construction work order format in excel or even a work order format pdf version which you can convert into an editable version using various online tools.
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If a work order template is insufficient to meet a specific requirement, a work order can be manually created. Creating one may seem like a tedious task. The most crucial task is to make sure all the information needed to tackle a specific problem is rightfully added. Given below are the steps to be taken to create a perfect work order:
The very first step in creating a work order is to identify the work that needs to be done. Specifics about the location where the work should be done should be included. Also, identify for how long the problem has been around and if any special tools or skills will be needed to complete the project. It is also essential to identify whether the requested task is an emergency or not.
Any specifics about the project are essential. It is vital to ensure details like the Name and contact of the customer, date and time when the problem was first encountered, estimated time of completion, cost, and the outline of how modification in the scope of work will be communicated to stakeholders.
The information has to be formatted in such as way that it will be easy to read and assign work to technicians.
Work Order Management is the process of tracking and managing work requests from inception to completion. It involves the coordination of resources, including personnel, equipment, and materials, to complete work tasks efficiently and effectively. The goal of work order management is to ensure that work is completed on time, within budget, and to the required quality standards.
The following are the key components of work order management:
Now that you have seen what a labourer and contractor work order format is all about, it is time to propel your business even further. Given below are some quick tips to increase productivity in your construction business.
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