What Is a Subcontractor Work Order?

It is a formal written letter that enables a maintenance team or other member of field engineering to conduct a job or assignment on the customer’s behalf. Work orders cover a wide range of requests, including those for repair and replacement. A work order signifies that a job or task has been approved and is ready to be placed in a queue for completion and completion. Work orders can be sent electronically or printed on paper, depending on the situation. A work order is something that is used in almost every type of business or sector at some point in their operation. It is true that some industries would employ them more frequently than others, and that they would do so on a more or less regular basis in some cases. Manufacturers, field service, health, chemical, and facility or infrastructure management are some of the industries that fall within this category. A typical work order lifecycle includes the following steps: creation or production, scheduling, work in progress, closing of the work order, or job completion. The creation stage, also known as the production stage, is comprised of the analysis, inspection, and creation of the work order that must be completed. The scheduling stage is the following step, which establishes a timeframe for when the real work will begin and end. Afterward, there is the work in progress, where there is constant monitoring of the work (or labor), resources (including money), or expenses (including money). After the labor or services have been accomplished in accordance with the agreement, the work order or job is closed, and the task is completed, the work order is signed off as completed. Work order agreements might be in the form of a printed contract, or they can even be in the form of a digital document these days.

Other templates are available on our website, and you can use them whenever you need them. They are as follows: general subcontractor agreement, bid proposal, security bid proposal, restaurant service plan, subcontractor daily report, club strategic plan, quality control contract, work order form, customer invoice, work order agreement, and other similar templates are available. This post will not only provide you with templates but will also provide you with important information that you need to know in order to complete your template.

Types of Work Order

Work orders come in a variety of shapes and sizes, depending on the industry in which the client works. It is important to note that, despite the fact that they may differ in terms of work kind, cost, and resources, they all follow the same cycle or progression from beginning to end. The following are some examples of frequent sorts of work orders:

Maintenance Work Order for Preventive and Corrective Maintenance: Work orders of this nature are perhaps the most typical form. Performing preventative maintenance on a machine or piece of equipment is part of the regular, normal inspection and maintenance process. This ensures that the machine or piece of equipment continues to operate smoothly and effectively while avoiding unplanned and costly downtime and malfunctions. Corrective maintenance is the repair or rectification of a piece of equipment or machinery that has broken down, is malfunctioning, or is faulty. In the preceding example, Mr. John Doe is experiencing difficulties due to a leaking pipe. For example, the plumbing company may provide John with both remedial and preventative maintenance services, depending on his needs. Corrective in the sense that he has the firm repair the leaky pipe. The plumbing company performs a routine inspection of all of his renters’ apartments as part of his preventative maintenance program, which helps to avoid pipe failure or other problems in the future for his tenants. It’s also possible that the same plumbing business was responsible for installing all of the piping in his apartment building in the first place, prompting him to engage in a preventive maintenance contract with them at the time of installation. Nonetheless, in the case of a malfunctioning pipe, regardless of whether the pipes were installed by the same plumbing firm or not, a work order agreement in the form of corrective maintenance must be created in order for the pipe to be repaired. Preventive maintenance work orders are also often employed for car maintenance, in which case the preventive maintenance service is transformed into a fixed service because car maintenance is performed on a regularly scheduled basis, as opposed to a variable service. You should also see our acquisition strategic plan.Inspection Work Order: An inspection work order is completed to review, inspect, or audit an asset, a specific piece of equipment or machinery, or a system in accordance with a set of specifications or standards that have been defined or fixed in advance. In order to ensure that the system or equipment operates smoothly and that it complies with regulatory requirements and quality standards, this step must be taken. Depending on the type of industry, the company frequently employs the services of a qualified license inspector, who is also referred to as a consultant in some instances. Once the inspection is completed, the hired professional will identify any present and future faults before certifying that the system or equipment is in good working order. The inspection work order agreement contains the specifics of the contract under which the company contracts the services of the inspector or consultant, as well as the payment terms. As an illustration, a building inspection work order could be issued by a company to a consultant engineer in order to analyze the structural integrity of their building. You should also see our work management plan.Work Order for Workplace Safety: In sectors that deal with potentially dangerous work situations, a safety work order is typically given the highest priority. The purpose of this work order is to safeguard the protection, health, and safety of all relevant employees who live or work in or around that particular structure or facility, including visitors. A chemical plant, for example, would serve as an illustration. Safety work order agreements are typically executed between the plant’s maintenance staff and third-party contractors who provide services such as hazard assessment and cleanup of hazardous waste or materials, among other things. Another example might be in the context of a medical facility. Given that a hospital deals with hazardous waste materials and most of the time does not have the time or expertise to implement a waste management plan, the hospital could enter into a contract with a third party to take charge of cleaning and disposing of these hazardous waste materials. This is accomplished through the use of a safety work order agreement, which is a legal document. In most cases, a safety work order is carried out in accordance with regulatory requirements that are applicable to the sort of industry or business being worked on. Specifically, an electrical work order is one that deals specifically with services involving any electrical pieces or parts, as well as any electrical equipment, within a facility. The scope of electrical work includes everything from installation to lighting and wiring, as well as any other service elements concerning the provision of energy. This could be something as easy as changing a light bulb in the facility or repairing an electric panel box or breaker box, among other things. This type of work is typically performed by the electric company, which is responsible for supplying the facility with electricity. The work order might be carried out as a routine inspection as a preventive measure, or it can take the form of repairing or replacing broken or malfunctioning electrical structures that have already been installed. You should also see our work estimate.Specimen Work Order for Special Projects: Because most types of work orders contain maintenance and repair work, a special projects work order is created for a specific service demand that may or may not is directly tied to the industry in which it is being performed. It is possible that a special projects work order will take the shape of an installation and upgrade of equipment. To give an example, a clothing firm wishes to replace its existing computers in the workplace with new ones. For the purpose of installing the new computers that the owner had purchased, the owner would hire the services of a computer services firm or a computer technician to assist him or her. The contract between them would be in the form of a work order for particular tasks. Another type of special project work order could be the landscaping of an existing company’s lawn, with the goal of improving the appearance of the company’s front entrance. In some cases, it may even involve interior decorating to replace current furniture and decorations in order to update and beautify the company’s appearance.

Steps in Writing a Subcontractor Work Order

Once you have a general understanding of the many sorts of work orders that are available, it is time to establish the subcontractor work order for your company. Work orders for subcontractors are typically created by either the service provider or the contractor. Because it is identical to any other type of normal contract, creating a subcontractor work order is usually not that difficult. It would be beneficial to have a general understanding of the fundamental components of a work order. We have pre-existing work order templates available for download on our website that you can use as a guideline for developing your own. Nonetheless, the following are some of the most important steps in developing a subcontractor work order:

Step 1: Identify and Describe the Problem

Take note of the exact problem that has to be addressed and resolved as soon as possible. Include the date and time when the problem first occurred. Specify when the last time the equipment, machinery, or vehicle was subjected to maintenance. You can record activities that are expected or required to be taken, service that has been performed in the past or present, and any other procedures that are required to accomplish the work. Give as much information as you can about the industry in which you will be working as specific as possible. You should also see our contractor safety plan.

Step 2: Work Instructions and Assignment Specifics Should be Written Down.

Include any extra instructions or adjustments that are required in addition to setting out the exact job to be completed. Because a work order assignment is created by the service provider or the contractor, it is important to note the name of the party or the individual who has requested the service in the work order assignment. Include the following information: the client’s name, address, phone number, and the location of the facility where the work is expected to be completed. Make a note of the date and time the request was submitted as well. You should also see our subcontractor safety plan.

Step 3: Determine the Turnaround Time for the Work and the Priority Level.

Put together a schedule for the duration of your task, including when you expect to begin and when you expect it to be done. Determine whether the work has a low, medium, or high priority by categorizing it accordingly. Assign a work order number for the purpose of keeping track of the progress of the project. You should also see our subcontractor management plan.

Step 4: Labor, Tool, and Cost Requirements must be Determined.

This is the section in which you provide a detailed description of the job to be performed. If necessary, make a note of the name of the person who has been allocated to perform the labor or provide the service. If you’re performing maintenance and repair work, make a list of any parts or materials that need to be replaced, as well as the cost of obtaining replacements. If it is an installation of a new product, make a list of the number of goods to be installed as well as any raw materials or tools that will be used during the installation. Take into account the cost of labor as well. Later on, this information will be used for the purpose of invoicing and payment.

Step 5: Approval of the Final Product

After ensuring that the client agrees with everything on the work order agreement, obtain his or her signature on the document and forward it to the selected party or individual who will be performing the labor or providing the service.


What is a work order cycle?

This lifetime includes three primary phases: creation, completion, and recording. An analysis of the work order can help enhance the process for the next time. Having a robust work order procedure guarantees projects don’t get trapped in one phase and become backlogged.

What are the benefits of a computerized work order?

A digital work order agreement offers convenience, efficiency, and accessibility. Using a smartphone or tablet to access the form saves a lot of time. It also reduces time in communication between parties and can quickly start the work or service. Email approval and digital signatures could be used. Going paperless also saves money on document storage.

Is a work order a purchase order?

A work order usually deals with labor and services, whereas a purchase order deals with actual purchases. A purchase order can be included in a work order to document what materials and equipment were purchased for the job, but it can also be independent of a work order.

If you are a service provider or a consultant looking to create a subcontractor work order for your clients, visit our website and download our work order agreement forms. See how easy it is to use our subcontractor work orders!