Free spare parts requisition form
Free spare parts requisition form as PDF or Excel (XLSX). Request and issue parts by part number, quantity, work order reference and approver.
Updated 16 Sept 2026
Spare Parts Requisition
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 |
|---|---|---|---|---|---|---|---|
| e.g. | - | Excavator - 8 tonne | - | 1 | 1 | 145,000 | - |
| 1 | |||||||
| 2 | |||||||
| 3 | |||||||
| 4 | |||||||
| 5 |
The PDF includes all 12 numbered rows, ready to print or fill on screen.
Requested by
Signature
Print name
Date
Approved by
Signature
Print name
Date
How to use: download the PDF, print or complete digitally on any device.
- PDF format, ready to print or fill on screen
- Use as-is or customise to suit your operation
- Go digital in MapTrack for photos, alerts and audit trails
Download formats
- 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.
Two ways to use it
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Unlimited usersThese same 7 columns, already built.
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These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.
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Commercial Director
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.
Enter your email below to download this spare parts requisition form as a ready-to-use PDF.
Used by construction, mining and field service teams
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.
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.
Benefits of digitising forms in MapTrack
When you move your forms from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Raise work orders from a failed inspection item through a rule you set.
- Track service intervals by hours, kilometres or calendar date in one place.
- Attach supplier invoices and parts receipts to each maintenance record.
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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Steve McAllister
Asset Coordinator, Saunders International
What to include in a spare parts requisition form
This spare parts requisition form covers 11 key areas:
- 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.
In MapTrack, you can schedule and track maintenance digitally. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full spare parts requisition form as a PDF.Back to download formHow 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.
Frequently asked questions
Spare parts requisition form preview
The numbers behind this spare parts requisition form
Every figure below is sourced and dated, so you can quote it in a toolbox talk, a budget case or a board paper without having to chase the original report.
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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.
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Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.
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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