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Free job card template

Free printable job card template with sample format (PDF). Job details, fault, parts, labour, testing and sign-off. Download the job card free.

Updated 10 Aug 2026

Work Order / Job Card

Your logo here
0 of 5 rows started

List all parts, consumables and materials used to complete the job. Attach invoices or purchase orders where required.

#Part / Item IDDescriptionQtyUnit costNotes / supplier
e.g.EXC-102Excavator - 8 tonne1145,000Annual service booked
1
2
3
4
5

The PDF includes all 6 numbered rows, ready to print or fill on screen.

Technician / operator sign-off

Signature

Print name

Date & time

Supervisor / approver sign-off

Signature

Print name

Date & time

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, reminders and audit trails

Download formats

  • Printable job card template PDF

    PDF: Print-ready job card with job and asset details, findings, parts, labour, work completed, testing and sign-off.

  • Job card template XLSX

    XLSX: Editable Excel workbook with the same job, asset, parts and labour fields, ready to type into or adapt to your workshop.

  • Job card sample and printable form

    HTML: Browser-friendly job card sample you can print, save as PDF or use to review the standard field layout.

Two ways to use it

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These same 5 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.

Don't just download it - use it live. Start a free workspace with this job card template already built, so your crew can run it from a phone.

Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 10 August 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Short answer

A job card authorises and records one repair, service, installation or inspection on an asset: the fault, condition found, work done, parts, labour hours, post-work test and sign-off. Technicians fill it in at the asset and close it once the work is finished and signed. Regulation 213 of the model WHS Regulations requires plant maintenance and inspection by a competent person; the card records who did the work.

Checked against Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack job card template has 5 columns and room for 6 entries. Columns: Part / Item ID, Description, Qty, Unit cost, Notes / supplier.
  • A job card authorises and records one repair, service, installation or inspection, then becomes the signed record of who did what, with which parts and in how many hours.
  • Use one card per visit and asset. Record the condition found, diagnostic steps, work performed, parts, labour, post-work test, status and sign-off.
  • A printable job card remains useful in workshops and remote sites where a technician needs an offline field record that can be scanned into the asset history later.
  • WHS plant-maintenance duties call for defensible inspection, testing and maintenance records, and regulations 226 and 237 make them mandatory for some plant; the completed card supports that evidence but does not replace task-specific permits or procedures.
  • Update follow-up actions and the next service due date at close-out so the job card feeds the maintenance plan rather than becoming an isolated paper record.

Enter your email below to download this job card template as a ready-to-use PDF.

Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a job card template?

A job card is a printable field record used to authorise, perform and sign off one repair, service, installation or inspection. It travels with the technician from the office or workshop to the asset and, once completed, becomes the original record of what was found, what work was performed, which parts were used, how long the job took and who accepted the result. The terms job card and work order are often used interchangeably, but teams commonly use job card for the technician-facing sheet and work order for the broader planning, approval and scheduling record.

Job cards remain useful across field service, construction, mining, facilities, fleet and workshop maintenance because a printed sheet works without connectivity, battery power or an app login. The technician can record the condition found, diagnostic steps, parts fitted, labour, test results and follow-up actions while standing beside the asset. After return to the office, the signed card can be scanned into the asset record, used for time-and-materials billing and linked to the next service or corrective action.

A well-structured job card also provides the evidence trail needed for warranty, insurance and plant-maintenance reviews. It should support, not replace, any task-specific SWMS, JSA, isolation, permit-to-work or manufacturer procedure. In MapTrack, the same fields can run as a digital workflow linked to the asset, so photos, alerts, follow-up work and maintenance history stay together instead of being re-keyed from paper.

Learn more about maintenance and work orders in MapTrack.

Raising job cards every week? See how work order management software tracks each job from request to completion.

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Benefits of using this 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.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • 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.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Raise a work order from a submitted form with an automation you set up.
  • 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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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Saunders International

Steve McAllister

Asset Coordinator, Saunders International

What to include in a job card template

This 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 job card template

  1. 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.
  2. 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.
  3. 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.
  4. 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".
  5. 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.
  6. 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.
  7. 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, by date or meter reading. Each submission is stored as a timestamped PDF against the asset record.

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How 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.

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Frequently asked questions

A work order (also called a job card) is a document used to authorise, assign, and record a maintenance or repair task. It captures the fault or job request, the asset involved, who is responsible, what was done, parts used, time spent, and sign-off from the technician and supervisor. Work orders provide a full audit trail for each task.

A complete work order template should include: job details (work order number, date, priority, type), asset or equipment information, requester and assigned technician, fault description and work required, safety notes or permit requirements, materials and parts used (with quantities and costs), labour time records, a description of work completed, job status (complete, partial, on hold), and sign-off from the technician and supervisor.

While the WHS Act does not specifically mandate work orders by name, it requires the PCBU to maintain plant and structures in a safe condition, and WHS Regulations 2011, Chapter 5 require records of inspection, testing and maintenance for registered plant and plant with presence-sensing safeguarding (regulations 237 and 226). Work orders are the standard method for documenting maintenance activities and providing the audit trail needed to demonstrate compliance. ISO 55001 (Asset Management Systems) also establishes requirements for a systematic, documented approach to maintenance planning and execution. During a regulator investigation or insurance claim, work orders serve as primary evidence that maintenance was authorised, performed and verified.

A corrective work order is raised in response to a reported fault, breakdown or failed inspection. It is reactive and addresses a problem that has already occurred. A preventive work order is scheduled in advance based on time, usage or condition triggers and aims to maintain the asset before a failure occurs. In a well-managed maintenance operation, preventive work orders should significantly outnumber corrective ones, typically targeting a ratio of at least 70 percent preventive to 30 percent corrective. MapTrack automates preventive work order creation based on asset service schedules.

Yes. This template follows the standard job card format used across Australian workshops and trades: job and asset details at the top, fault description or work required, parts and materials used, labour hours, work completed, job status and sign-off. Download the PDF and use it as-is, or treat it as a sample when building your own version in Excel or your job management system.

Yes. The sections are trade-agnostic: asset details, fault description, safety notes and permits, parts, labour and sign-off apply equally to maintenance job cards, construction job cards and workshop repairs. For construction work, record any permit-to-work or SWMS reference in the safety notes section. If you raise high volumes of job cards across crews or sites, MapTrack tracks them digitally against each asset.

Yes. Download and use this work order and job card template for free. It downloads as a ready-to-print PDF. No MapTrack account is required. If you want to raise, assign and track work orders digitally, link them to asset records, capture parts and labour costs, and build a complete maintenance history for every asset, MapTrack can do that. Book a demo to see how.

When the work on it is actually finished and signed, not when the technician leaves site. Close it once the work completed, the hours, the parts used and any follow-up are written in and the supervisor or requester has signed off, then file it against the asset. A card left open after the job hides the real backlog and breaks the maintenance history the next fault will be diagnosed from. If the job could not be completed, close the card with the reason and raise a new one for the outstanding work rather than leaving the original open indefinitely.

Start with the job details: work order number, date raised and date required, job title, site, crew, priority and work type. Identify the asset by ID or tag, name, make and model, serial or rego, meter or hours reading and location, then record who requested the work, who it is assigned to and the supervisor. Describe the fault or work required and any safety notes, hazards or permits. As the job runs, list each part with its ID, description, quantity and unit cost, and log labour by technician with start time, finish time and total hours. Close it with the job status and the technician's and supervisor's sign-off.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

  • 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)

    Sets plant maintenance by a competent person; records are required for registered plant and presence-sensing safeguarding, and are good practice otherwise.

    • 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.
    • reg 226: Records of tests, inspections and maintenance must be kept for plant with a presence-sensing safeguarding system.
    • reg 237: Records of tests, inspections, maintenance and alterations must be kept for plant required to be registered.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

  • 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 of plant and the records kept for it.

    • Section 3.6: Maintenance, repair and cleaning of plant, following manufacturer instructions and by competent people.
    • Section 6: Record keeping for plant: the records required for registered plant and plant with presence-sensing safeguarding.

    Safe Work Australia

  • Model Work Health and Safety Act (Model Work Health and Safety Bill)

    Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)

    The primary duty of care, which includes providing and maintaining safe plant.

    • s 19: Primary duty of care: a PCBU must ensure, so far as is reasonably practicable, the health and safety of workers and others, including safe plant, systems, training and supervision.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

Check the current source

Job card template preview

Job card template template preview showing fields and layout

The numbers behind this job card template

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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Run an industry blog, trade association site, or training resource? Drop a preview of this free job card template straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

<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;">Job card template</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">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).</li>
    <li style="margin:4px 0;">Asset / equipment: asset ID or tag, asset name, make/model, serial/rego, meter or hours reading, and asset location.</li>
    <li style="margin:4px 0;">Requested by: requester name and contact, assigned technician and supervisor.</li>
    <li style="margin:4px 0;">Fault description / work required: written description of the fault or task to be carried out.</li>
    <li style="margin:4px 0;">Safety notes / hazards / permits required: any known hazards, required PPE or permit-to-work requirements.</li>
    <li style="margin:4px 0;">Materials / parts used: part ID, description, quantity, unit cost and supplier notes for each item used.</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/work-order-job-card-template" style="color:#071D49;font-weight:600;text-decoration:none;">Job card template</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.

Cite this template

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 job card template has 5 columns and room for 6 entries.

Short attribution
MapTrack Job card template, https://www.maptrack.com/templates/work-order-job-card-template
Reference list
MapTrack. (2026). Job card template [Checklist template]. Retrieved from https://www.maptrack.com/templates/work-order-job-card-template

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/work-order-job-card-template.

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