Free work order / job card template
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Free job card and work order template (PDF). Job details, priority, asset info, fault description, parts used and sign-off. Download free.
Commercial Director
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- ✓PDF format, ready to print or fill on screen
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See the first part of the work order / job card template below. Download the full version above.
What is a work order / job card template?
A work order (or job card) is a formal document used to authorise, assign and record maintenance, repair or inspection work on an asset. It acts as the official instruction to carry out a task and, once completed, becomes a permanent record of what was done, who did it, what parts were used and how long it took.
Work orders are used across industries including construction, manufacturing, facilities management, mining and fleet maintenance wherever assets need to be kept in working order. They can be triggered by a reported fault, a failed pre-start inspection, a scheduled service interval or a compliance requirement. A well-structured work order system ensures that every maintenance task is authorised before it starts, tracked through to completion and documented for future reference. In MapTrack, work orders are linked directly to asset records, so every completed job contributes to the maintenance history that supports warranty claims, insurance and resale value. Over time, work order data reveals patterns in failure frequency, repair costs and technician productivity that drive smarter maintenance decisions.
Beyond job-level documentation, work order data feeds into maintenance analytics that drive continuous improvement. Analysing completed work orders reveals trends in equipment failure modes, labour and parts costs, mean time to repair and technician productivity. In Australia, the WHS Regulations 2011 require that maintenance records for plant are kept and made available during inspections.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this work order / job card template
- Clear authorisation: ensures work is approved before it starts, reducing unauthorised spend and unsafe activity.
- Accountability: assigns responsibility to a specific technician or crew and records who signed off.
- Full audit trail: documents what was done, when, by whom and at what cost for compliance and insurance purposes.
- Parts and cost tracking: captures materials used and labour time, supporting accurate cost-per-asset reporting.
- Preventive maintenance: work orders can be scheduled in advance to keep assets serviced before they fail.
- Better communication: a clear job card reduces miscommunication between requesters, technicians and supervisors.
- Asset history: completed work orders build a maintenance history for each asset, improving resale value and lifecycle decisions.
Benefits of digitising forms in MapTrack
When you move your work orders 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.
Book a demo to see how MapTrack handles work orders.
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What to include in a work order / job card template
This work order / job card template covers 11 key areas:
- Job details: work order number, date raised, date required, job title, site/location, department, priority (low/medium/high/critical) and work type (corrective, preventive, inspection, safety, project).
- Asset / equipment: asset ID or tag, asset name, make/model, serial/rego, meter or hours reading, and asset location.
- Requested by: requester name and contact, assigned technician and supervisor.
- Fault description / work required: written description of the fault or task to be carried out.
- Safety notes / hazards / permits required: any known hazards, required PPE or permit-to-work requirements.
- Materials / parts used: part ID, description, quantity, unit cost and supplier notes for each item used.
- Labour / time record: technician name, start time, finish time and total hours for each person.
- Work completed / findings: description of what was actually done and any findings during the job.
- Job status: complete, partial (follow-up required), on hold (parts ordered) or referred/escalated.
- Further actions required: any follow-up tasks, additional parts needed or next steps.
- Declaration and sign-off: technician and supervisor signatures with date and time.
How to use this work order / job card template
- Raise the work order: fill in the job details, asset information, fault description and priority level.: The requester or supervisor completes the header section including work order number, date, job title, site, department, priority and work type. Attach the asset ID, name, make, model and current meter reading. Describe the fault or required work in clear, specific terms so the assigned technician understands the scope before arriving on site.
- Identify safety requirements: note any hazards, required PPE or permits needed before work begins.: Review the task for known hazards such as confined spaces, live electrical, hot work or working at heights. Record required PPE and any permits that must be issued before the technician starts. Reference the relevant Safe Work Method Statement (SWMS) or JSA if applicable. This section is critical for WHS compliance under the WHS Act 2011.
- Assign the work order to the technician or crew responsible for completing the task.: Assign based on trade qualification, availability and site location. The assigned technician should review the work order details, confirm they have the required parts and tools, and acknowledge acceptance. In MapTrack, assignment is automated based on trade type and site, with instant notification to the technician.
- The technician performs the work, recording each action taken, diagnostic findings and any additional faults discovered.: As the work progresses, the technician documents what was actually done in the work completed section. Include specific diagnostic steps taken, root cause identified, corrective actions performed and any secondary issues discovered during the job. Be specific rather than writing generic entries like "repaired" or "fixed".
- Record all parts and materials used with part numbers, quantities and costs. Log labour time for each technician.: List every part used with its description, part number, quantity, unit cost and whether it came from van stock, site stores or was ordered. Record start time, finish time and total hours for each technician who worked on the job. Accurate parts and labour data supports cost-per-asset reporting and inventory management.
- Set the job status, document any follow-up actions required and update the next service due date on the asset record.: Select the appropriate status: complete, partial (follow-up required), on hold (parts ordered) or referred/escalated. Document any further actions needed, including parts on order, return visits or related work orders to be raised. If the work was a scheduled service, update the next service due date or meter interval on the asset record.
- Obtain technician and supervisor signatures, then file the completed work order against the asset record.: The technician signs to confirm the work was performed as documented. The supervisor or maintenance manager reviews the findings, approves any outstanding actions and countersigns. Both signatures with dates create an auditable record. File the completed work order against the asset record for warranty claims, insurance, compliance audits and lifecycle cost analysis.
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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Back to download formHow often should you complete this work order?
Work orders should be raised whenever maintenance, repair or inspection work is required on an asset. This includes scheduled preventive maintenance triggered by date or meter intervals, corrective work orders raised from defect reports or failed pre-start inspections, compliance-driven inspections required by regulation, and project or modification work. There is no fixed calendar frequency because work orders are event-driven. In a well-managed maintenance operation, the majority of work orders should be preventive (scheduled) rather than corrective (reactive).
MapTrack automates preventive work order creation based on asset service schedules, so the maintenance team always has visibility of upcoming work without manual tracking.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- ISO 55001 - Asset Management Systems (requirements for establishing and maintaining a systematic approach to work order management)
- WHS Act 2011 - General Duty of Care (PCBU obligation to maintain plant and structures through documented maintenance activities)
- WHS Regulations 2011, Chapter 5 - Plant and Structures (requirements for documented inspection, maintenance and testing of plant)
Need to schedule and track maintenance digitally?
Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.
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