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Free spare parts requisition form
Request and record parts against an asset and job. Download the form or customise a digital form for your team.
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Request and issue parts from the store against a work order
6 sections
The fields in the printable form, in a view that fits your screen.
Requisition Details
- Requisition no.
- Date raised
- Store / workshop
- Requested by
- Work order ref
- Priority
Asset & Charging
- Asset / equipment
- Asset ID
- Cost centre
- Approved by
Reason for request / job description
Notes (substitutions, shortfalls, lead time)
Parts Requested
List each part on its own row. Record the part number, quantity requested and the quantity actually issued by the store.
| Part no. | Description | Bin / loc. | Qty req. | Qty issued | Unit cost | Line total |
|---|---|---|---|---|---|---|
| Blank field | Blank field | Blank field | Blank field | Blank field | Blank field | Blank field |
| Blank field | Blank field | Blank field | Blank field | Blank field | Blank field | Blank field |
Authorisation
I confirm the parts requested are required for the work order shown and are to be charged to the cost centre listed. Parts are to be issued only once this requisition is approved, and the quantities issued are to be deducted from the spare parts inventory.
Requested by
Signature · Print name · Date
Approved by
Signature · Print name · Date
ILLUSTRATIVE RECORD
A worked record example
Sample entries, not a customer inspection or a product screenshot.
Illustrative example. Adapt the detail to your equipment, project and workplace procedures.
- Job reference
- WO-014, asset PUMP-014
- Requested quantity
- Two replacement filters
- Issued quantity
- One filter supplied from the store
- Outstanding action
- Confirm the remaining filter delivery and record the later issue
Keep the requested and issued quantities separate so a shortfall stays visible.
The MapTrack spare parts requisition form has 7 columns and room for 12 entries.
General guidance only. Check the form against your equipment manual, site procedures and local requirements before using it.
Short answer
A spare parts requisition form records a request for parts against a work order and asset, and what the store actually issues: part numbers, descriptions, locations, quantities requested and issued, unit costs, substitutions and approvals. Maintenance staff raise one whenever parts are needed under the stores process. Regulation 213 of the model WHS Regulations requires plant maintenance to follow manufacturer or competent person recommendations.
Checked against Managing risks of plant in the workplace (model Code) (November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024)) on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack spare parts requisition form has 7 columns and room for 12 entries. Columns: Part no., Description, Bin / loc., Qty req., Qty issued, Unit cost, Line total.
- Request and record parts against an asset and job. Download the form or customise a digital form for your team.
- Keep the requested and issued quantities separate so a shortfall stays visible.
- Keep the asset or project reference consistent across the form and its supporting records.
What is a spare parts requisition form?
A spare parts requisition form records a request for parts and what the store actually issues. This template identifies the requisition, requester, workshop, work order, asset and cost centre. Its parts table separates the quantity requested from the quantity issued, with columns for the part number, description, storage location, unit cost and line total.
In the PDF, use the reason-for-request field to explain the job, and the notes area for substitutions, shortages or expected delivery. Keeping the request and issue quantities separate makes a partial supply visible. Record an approved substitution clearly instead of silently changing the original part reference. The authorisation and sign-off sections record the people responsible for the request and approval.
A requisition is different from an inventory register or purchase order. It records this issue of parts; your stores process still needs to update the stock record and arrange any replenishment. A paper or spreadsheet form doesn't do that automatically. Keep the requisition reference on the related job and reconcile the issued quantities against your inventory process.
Learn more about maintenance and work orders in MapTrack.
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Use the original printable form for a paper workflow. Check it against your equipment and site procedure before the job.
Keep completed copies in your own record system and arrange any follow-up through your normal process.
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Available files
- Spare parts requisition form PDF (PDF)
Print-ready requisition with parts table, work order reference, cost centre and approval sign-off.
- Spare parts requisition form XLSX (XLSX)
Editable Excel workbook with the same parts table and charging fields, ready to total per requisition.
Benefits of using this spare parts requisition form
- Job reference: an asset ID, work order and cost centre connect the request to the repair or maintenance work being planned.
- Clear quantities: separate requested and issued columns make a shortage visible instead of presenting a partial supply as a completed request.
- Part identification: a part number, description and storage location help the storeperson identify the requested item before arranging its issue.
- Approval record: requester and approver sign-offs identify the people involved while the workplace process determines who has authority to approve.
- Cost reference: unit cost and line-total columns retain the amounts needed for the team to reconcile the issue with job costs.
- PDF follow-up notes: space for substitutions, shortfalls and lead times keeps the outstanding action alongside the request and quantities.
What to include in a spare parts requisition form
- Requisition header: requisition number, date raised, store or workshop, and the requester name and role.
- Work order reference: the work order or job number the parts are being drawn for.
- Asset / equipment: the machine or asset being repaired, with its asset ID.
- Cost centre: the cost centre, department or project to charge the parts to.
- Priority: routine, urgent or breakdown, so the store can sequence picks.
- Part lines: part number, description, quantity requested and quantity issued for each part.
- Bin location: where each part is held, to speed the pick.
- Unit cost and line total: optional cost per part and line value for job costing.
- Requested by: signature and date of the person raising the requisition.
- Approved by: signature, name and date of the supervisor authorising the issue.
- Notes: substitutions, shortfalls and lead time, so the store and requester can see any outstanding action.
How to use this spare parts requisition form
Raise the requisition against the work order that needs the parts.
Start a new requisition, give it a number and date, and record the work order or job reference and the asset being repaired. Linking the request to a specific job from the outset is what makes the parts cost traceable back to that work order and asset later.
List each part with its part number and the quantity requested.
Enter the part number, a clear description and the quantity wanted for every line. Use the exact stock code from the spare parts inventory so the storeperson picks the right item and the on-hand count can be reduced accurately when the parts are issued.
Set the priority and the cost centre to charge.
Record the priority and cost centre using your workplace's categories and coding. These references help the store sequence requests and let the accounts or maintenance team reconcile the cost later.
Send the requisition for approval before parts are issued.
Send the request to the person authorised under your workplace process. Have the parts, quantities, cost and any substitution checked before issue, recording the approval and any conditions.
Issue the parts and record the quantity actually issued.
Record the quantity actually supplied for each part, which may differ from the requested quantity. Note any shortfall or approved substitution and keep later issues traceable to the same requisition.
Update the inventory and file the completed requisition.
Deduct each issued quantity from the spare parts inventory so on-hand counts stay accurate, then file the signed requisition against the work order. The completed form becomes the record for job costing, stock reconciliation and any later warranty or audit query.
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How often should you complete this form?
Raise a requisition when parts need to be requested or issued under your stores process. For planned work, identify the job and required parts early enough for availability to be checked. For an urgent repair, record the request and approval using the emergency process your workplace has agreed.
Complete the quantities issued when the store supplies the parts, including a partial issue or substitution. Keep later issues and returns traceable to the request. Reconcile the completed record with your inventory and job-cost records at the frequency your operation needs; this template does not update those records automatically.
Which record do you need?
These records do different jobs. Keep the same asset ID across them so the history is easy to follow.
Work order / job card
Record an individual maintenance task..
Keep the work completed, parts, labour and sign-off together..
Equipment maintenance log
Keep servicing and repairs in date order..
Use the same asset ID to connect the history to this record..
Spare parts inventory
Record stock held and movements..
Reconcile the issued quantities against the inventory record..
Make this form your own
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Upload this PDF and MapTrack drafts the form. Adjust it for your equipment and site, then save and publish the digital form for your team.
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Frequently asked questions
Practical answers about the form, record keeping and using MapTrack.
Record the requester, requisition number, work order, asset, cost centre and reason for the request. List each part separately with its number, description, location, quantities requested and issued, and cost. The PDF has notes for a shortage or substitution; add that detail separately in the workbook and keep the approval and date with the completed record.
Link to this answerNo. The requisition records parts requested and issued for a particular job. An inventory register records stock held and movements across jobs. Use the requisition as a reference when updating the stock record, but don't assume that completing a PDF or spreadsheet deducts the quantity from another system.
Link to this answerKeep the original requested quantity and enter the quantity actually supplied in the issued column. Record the outstanding amount and next action in the PDF notes, or add the detail alongside the workbook, including any delivery information available. Make later issues traceable to the same request so the store and technician don't mistake a partial issue for completion.
Link to this answerRecord the shortage and proposed substitution, then follow the approval process for the equipment and job. Don't treat a similar description as confirmation that another part is suitable. Keep the approved part number and the person authorising the change with the requisition before the issue is recorded.
Link to this answerEnter the unit cost and line total using your stores or purchasing records, and identify an estimate if the final cost isn't known. Keep the asset, work-order and cost-centre references consistent. Reconcile the completed issue with your job-cost process so the same parts aren't charged twice.
Link to this answerUse the approval responsibilities set by your workplace, including any limits for urgent, high-value or safety-related items. The form provides requested-by and approved-by sign-offs, but doesn't assign that authority itself. Check the requirements for the repair and equipment before issuing a substituted or otherwise uncertain part.
Link to this answerRaise it at the point required by your stores process, linking the request to the job before parts are issued where that process requires approval. Planned work can be prepared ahead of time. Keep urgent requests traceable too, using the agreed emergency process and completing the outstanding details promptly.
Link to this answerThe page offers a PDF and an Excel workbook. Both include the parts table; the PDF also has dedicated job-description and notes areas. Add those details separately when using the workbook. Neither file automatically updates inventory or job costs. Keep actual issue quantities and approvals with the related job.
Link to this answerApplicable regulatory standards
This template is a starting point for your records. It isn't an approval, certification or replacement for the instructions and requirements that apply to your work.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Model Code of Practice: Managing risks of plant in the workplaceModel Code guidance on maintenance and repair following manufacturer instructions, relevant before a substituted part is fitted. | November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024) |
| Safe Work Australia |
| Model Work Health and Safety RegulationsPlant maintenance by a competent person following manufacturer or competent person recommendations. | Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| AASB 116 Property, Plant and EquipmentAccounting: spare parts are property, plant and equipment when they meet the definition, otherwise inventory. | AASB 116 (August 2015), latest compilation dated 2022-12-31 |
| Australian Accounting Standards Board |
| AASB 102 InventoriesAccounting: inventories, including spares held as stock, are measured at the lower of cost and net realisable value. | AASB 102 (July 2015), latest compilation dated 2021-12-31 |
| Australian Accounting Standards Board |
Model Code of Practice: Managing risks of plant in the workplace
Edition: November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024)
Model Code guidance on maintenance and repair following manufacturer instructions, relevant before a substituted part is fitted.
- Section 3.6: Maintenance, repair and cleaning of plant, following manufacturer instructions and by competent people.
Model Work Health and Safety Regulations
Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)
Plant maintenance by a competent person following manufacturer or competent person recommendations.
- reg 213: Plant must be maintained, inspected and, if necessary, tested by a competent person, following manufacturer or competent person recommendations; annual inspection applies only if neither is practicable.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
AASB 116 Property, Plant and Equipment
Edition: AASB 116 (August 2015), latest compilation dated 2022-12-31
Accounting: spare parts are property, plant and equipment when they meet the definition, otherwise inventory.
- para 8: Spare parts, stand-by and servicing equipment are property, plant and equipment when they meet the definition, otherwise inventory.
AASB 102 Inventories
Edition: AASB 102 (July 2015), latest compilation dated 2021-12-31
Accounting: inventories, including spares held as stock, are measured at the lower of cost and net realisable value.
- para 9: Requires inventories to be measured at the lower of cost and net realisable value.
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.
The numbers behind this spare parts requisition form
The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.
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The MapTrack spare parts requisition form has 7 columns and room for 12 entries.
- Short attribution
- MapTrack Spare parts requisition form, https://www.maptrack.com/templates/spare-parts-requisition-form
- Reference list
- MapTrack. (2026). Spare parts requisition form [Checklist template]. Retrieved from https://www.maptrack.com/templates/spare-parts-requisition-form
Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/spare-parts-requisition-form.
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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Spare parts requisition form</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Requisition header: requisition number, date raised, store or workshop, and the requester name and role.</li>
<li style="margin:4px 0;">Work order reference: the work order or job number the parts are being drawn for.</li>
<li style="margin:4px 0;">Asset / equipment: the machine or asset being repaired, with its asset ID.</li>
<li style="margin:4px 0;">Cost centre: the cost centre, department or project to charge the parts to.</li>
<li style="margin:4px 0;">Priority: routine, urgent or breakdown, so the store can sequence picks.</li>
<li style="margin:4px 0;">Part lines: part number, description, quantity requested and quantity issued for each part.</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/spare-parts-requisition-form" style="color:#071D49;font-weight:600;text-decoration:none;">Spare parts requisition form</a> by MapTrack</p>
</div>Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.
About the author
Co-Founder & Commercial Director
Jarrod has spent over a decade in technology consulting and asset management, including roles at Accenture (mining and heavy industry) and CGI as an Asset Management Consultant. He co-founded MapTrack and built and scaled its original platform, then rebuilt it with Lachlan and Alex from thousands of customer conversations and 300+ user research sessions with field teams. His consulting background gives him deep insight into the operational and compliance challenges facing asset-intensive Australian businesses.
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