Free maintenance work order template.
Record what broke, how long the equipment was down, and what fixed it. Print the PDF for the clipboard or use the Excel workbook to total parts and labor.
Free downloads. No signup required.
Customize in MobileForm
One-page US Letter PDF · ready to print
What’s included
Everything a maintenance job needs on one page.
Use it for preventive maintenance, breakdown repairs, and inspections on equipment, buildings, and rooftop units. Keeping the fault, downtime, and root cause together makes repeat problems easier to spot.
The PDF has checkboxes for maintenance type, priority, and status. The Excel version adds dropdowns, editable cells, and formulas for eight parts or labor entries, plus additional charges.
- 01
Asset and request
Record the work order number, who reported the problem and when, and the asset ID and location so the technician finds the right unit.
- 02
Type and priority
Mark the job preventive, corrective, emergency, or inspection, and set a priority from low to critical.
- 03
Fault and downtime
Describe the problem or planned task. Note whether the equipment was down and for how many hours.
- 04
Work performed and root cause
Record what was done and why the failure happened, so the next technician has the history.
- 05
Parts, labor, and follow-up
List parts and labor with quantities and rates. Flag follow-up work and set the next maintenance date.
- 06
Sign-off
Add the completion date, the technician signature, and the supervisor sign-off.
Completed example
A conveyor repair, filled in.
This fictional example records a corrective repair on a packaging line: conveyor C-3 was leaking gearbox oil and was down for 2.5 hours. Download the MobileForm PDF report to see the asset details, downtime, root cause, calculated total, a demo photo, and clearly labeled demonstration signatures.
Download completed exampleWork order MWO-2187
Conveyor C-3 gearbox
Illustrative figures · USD · 2.5 hours downtime
| Item | Qty / hrs | Amount |
|---|---|---|
| Gearbox oil seal kit | 1 | $64.00 |
| Gear oil, 1 qt | 2 | $36.00 |
| Repair labor | 2.5 | $212.50 |
| Total | $312.50 | |
Take maintenance into the field.
Open the ready-made maintenance work order in MobileForm, adjust the fields, and save it. Technicians can add before and after photos and signatures, then export the completed record as a PDF.
Customize in MobileForm- Asset, fault, downtime, and parts/labor fields already added
- Before and after photos, technician signature, and supervisor sign-off
- Offline capture after opening the saved form online
- PDF reports from completed submissions
On Pro, you can add conditional logic so Downtime (hours) only appears when Equipment Down? is Yes. Learn how conditional logic works.
Free includes 3 forms and 50 submissions per month. Team adds assignments and prefilled work orders. Compare plans.
Templates and practical guides
Maintenance work order questions
Is the maintenance work order template free?
Yes. Download the blank PDF, Excel workbook, and completed example without signing up, and reuse them for your own equipment.
How is this different from the general work order template?
The general work order is built around a customer job. This one is built around an asset: it records the maintenance type, whether the equipment was down and for how long, the root cause, and the next maintenance date, with a supervisor sign-off instead of a customer signature.
Can I use it for preventive maintenance?
Yes. Mark the type as Preventive, describe the planned task, record what was done, and set the next maintenance due date so the next visit is on record.
Does the Excel template calculate totals?
Yes. Enter a description, quantity or hours, and unit price or hourly rate for each item. The workbook calculates line amounts and a subtotal. Enter any additional charges in the labeled cell; the total includes that amount.
Why record downtime and root cause?
Downtime shows what a failure cost in lost production time. Root cause shows whether the same problem keeps coming back. Together they help you decide when to repair, replace, or change the maintenance schedule.
Can I use the template offline in MobileForm?
Choose Customize in MobileForm to open an editable form with the maintenance fields already added. Save the form and open it on the device while online before heading out. You can then capture answers, photos, and signatures offline and sync when connected. Free includes 3 forms and 50 submissions per month; assigning work to technicians requires Team.