Work Order
A work order is a formal document or digital record that authorises and tracks a specific maintenance task. It typically includes the asset identification, description of work required, priority, assigned technician, parts needed, safety requirements, and completion details. Work orders provide a structured workflow from request through approval, execution, and closeout.
Why it matters
Work orders are the backbone of a well-managed maintenance operation. They ensure accountability by assigning tasks to specific people, create an auditable trail of all maintenance activities, and capture labour and parts costs for budgeting. Without formalised work orders, maintenance effort is invisible to management and critical tasks are easily overlooked.
How MapTrack helps
MapTrack enables teams to create, assign, and complete work orders from any device, with automatic logging of time, parts, and photos against the asset’s permanent service record.
Frequently asked questions
What should a work order include?
A complete work order should include the asset identifier, location, a clear description of the task, priority level, assigned personnel, required parts or materials, safety precautions, and target completion date. Upon completion, it should record actual time spent, parts used, findings, and any follow-up actions needed.
What is the difference between a work order and a work request?
A work request is an informal notification that maintenance may be needed, typically submitted by an operator or site supervisor. A work order is the approved, formally planned task that results from evaluating the request. Not all work requests become work orders; some may be deferred, combined with other tasks, or declined after assessment.
Related terms
Computerised Maintenance Management System (CMMS)
A CMMS is software that centralises maintenance information, automates work order management, and tracks the upkeep of physical assets such as plant, equipment, and fleet. It stores service history, schedules preventive tasks, and manages spare parts inventory. Organisations use a CMMS to move from reactive, paper-based maintenance to a structured, data-driven approach.
Maintenance Scheduling
Maintenance scheduling is the process of planning when maintenance tasks will be performed, assigning resources (technicians, parts, equipment), and sequencing work to minimise disruption to operations. Effective scheduling balances preventive maintenance intervals, corrective work priorities, resource availability, and production demands. It transforms a backlog of work orders into an executable plan.
Corrective Maintenance
Corrective maintenance refers to repair or restoration work carried out after a fault, defect, or failure has been identified in an asset. It may be triggered by an operator report, a failed inspection, or an unexpected breakdown. Corrective tasks range from minor adjustments to major overhauls, depending on the severity of the issue.
Service History
Service history is the chronological record of all maintenance, repairs, inspections, and modifications performed on an asset throughout its lifecycle. A comprehensive service history includes dates, descriptions of work, parts used, technician details, costs, and supporting documentation such as photos or test certificates. It serves as the permanent maintenance biography of an asset.
Spare Parts Management
Spare parts management is the process of planning, procuring, storing, and issuing replacement components and consumables needed to maintain and repair assets. It involves determining which parts to stock, setting minimum and reorder quantities, managing supplier relationships, and ensuring parts are available when needed without carrying excessive inventory. Effective spare parts management balances availability against holding costs.
See how MapTrack handles work order