Free spare parts requisition form
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Free spare parts requisition form (PDF). Request and issue parts from the store by part, quantity, work order reference and approver. Download free.
Commercial Director
Key takeaways
- A spare parts requisition records a single request to issue parts from the store, linked to a work order and signed off by an approver.
- Capturing the work order reference and cost centre on each requisition is what lets you charge parts back to the right job and asset.
- Each issued line should reduce the on-hand quantity in the spare parts inventory so stock records stay accurate.
- An approver sign-off before parts leave the store controls cost and prevents unauthorised draw-down of critical spares.
Updated 4 June 2026
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What is a spare parts requisition form?
A spare parts requisition form is a transactional document used to request and issue specific parts from a store or workshop, usually against a maintenance work order. It records who is requesting the parts, the part numbers and quantities wanted, the work order or job reference, the asset or equipment being repaired, the cost centre to charge, and an approver sign-off authorising the issue. Unlike a stock count sheet, which tallies what is on the shelf, a requisition records a single movement of parts off the shelf and into a job.
Maintenance fitters, supervisors and storepersons use the requisition to keep parts issues controlled and traceable. It stops parts walking out of the store unrecorded, gives an approver the chance to question cost or substitute a part before it is issued, and creates the paper trail that lets finance charge the parts back to the right job, asset and cost centre. Each line issued should also be deducted from the spare parts inventory so on-hand counts stay accurate. In MapTrack, parts are issued against a work order and the on-hand quantity in the inventory adjusts automatically, so the requisition, the job cost and the stock record all stay in step. The duty to maintain plant under the WHS Regulations 2011 assumes repairs use the correct, traceable parts, and a signed requisition is part of that record.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this spare parts requisition form
- Cost control: an approver sign-off before parts leave the store gives a checkpoint to question cost or substitute a part.
- Job costing: a work order reference and cost centre on each requisition charge parts back to the right job and asset.
- Accurate stock: every issued line is deducted from the spare parts inventory so on-hand counts stay reliable.
- Traceability: a signed record shows who requested and authorised each part, which matters during audits and warranty claims.
- Less shrinkage: requiring a requisition stops parts leaving the store unrecorded and makes losses obvious quickly.
- Faster turnaround: a clear request with part numbers and quantities lets the storeperson pick and issue without back-and-forth.
- Critical spares protected: authorisation prevents unplanned draw-down of critical spares that another job may need first.
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).
- Trigger work orders automatically when a fault is logged during an inspection.
- 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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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.
- Issued by: signature and date of the storeperson who picked and issued the parts.
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.: Mark the requisition routine, urgent or breakdown so the store can sequence it against other demands, and record the cost centre, department or project the parts should be charged to. This ensures the cost lands against the right budget rather than a general account.
- Send the requisition for approval before parts are issued.: Route the requisition to the supervisor or approver, who checks the parts, quantities and cost against the job and authorises the issue. This checkpoint catches over-ordering, wrong parts and unplanned draw-down of critical spares before anything leaves the store.
- Issue the parts and record the quantity actually issued.: The storeperson picks the approved parts, records the quantity issued against each line (which may differ from the quantity requested), and signs the requisition. Any shortfall or substitution is noted so the requester and the work order reflect what was genuinely supplied.
- 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.
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Raise a spare parts requisition every time parts are drawn from the store for a job, rather than letting parts leave unrecorded. For planned maintenance, requisitions are often raised with the work order so parts are kitted before the job starts; for breakdowns they are raised on demand. Reconcile issued requisitions against the spare parts inventory regularly so stock records and job costs agree. In MapTrack, issuing parts against a work order updates the on-hand quantity automatically, so a separate reconciliation step is rarely needed.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- WHS Regulations 2011, Chapter 5 - Plant and Structures (duty to maintain plant using correct, traceable parts)
- ISO 55001 - Asset Management Systems (controlled provision of resources, including spare parts, to assets)
- ISO 9001 - Quality Management Systems (control of provided parts and traceability of repairs)
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