Work Order
A work order is an authorized record that defines maintenance work to be performed, including the asset, priority, scope, assignee, instructions, labor, parts, status, and completion evidence.
What this term means in maintenance
A work order is an authorized record that defines maintenance work to be performed, including the asset, priority, scope, assignee, instructions, labor, parts, status, and completion evidence.
Why work orders matter
A work order converts a maintenance need into controlled, traceable work. It tells the team what must be done and creates a permanent record of what actually happened.
Typical work-order information
- Asset or location
- Work type and category
- Priority
- Problem description
- Assigned team or technician
- Safety requirements
- Checklist or work instructions
- Required parts and tools
- Labor and downtime
- Action taken
- Completion evidence
- Follow-up actions
Typical lifecycle
A work order commonly moves through open, in progress, on hold, completed, closed, or cancelled states. The workflow should be simple enough for technicians to use while protecting completed maintenance records.
Practical example
A conveyor motor trips repeatedly. A supervisor creates a corrective work order, assigns an electrical technician, records the fault, replaces a damaged contactor, tests the conveyor, and completes the order with the action taken and parts used.
Common mistake
Closing work orders with comments such as “done” or “checked” weakens maintenance history. The completion record should explain the condition found, work performed, and remaining risk.
How this term differs
Work Order is one authorized maintenance job record. It is related to Work Order Management, Maintenance Work Management, and Maintenance Workflow, but these terms describe different records, measures, roles, strategies, or decisions and should not be used interchangeably.
Related concepts
Related maintenance terms
Keep exploring connected CMMS, reliability, and maintenance planning terms.
Work Request
A work request is a reported maintenance need submitted for review before it becomes an approved work order.
Corrective Maintenance
Corrective maintenance is work performed to restore an asset after a defect, abnormal condition, or failure has been identified.
Work Order Status
Work order status shows the current stage of maintenance work, such as open, in progress, on hold, completed, closed, or cancelled.
Glossary FAQs
- What is the difference between a work request and a work order?
A work request reports a maintenance need for review. A work order is the authorized record used to plan, assign, execute, and document the work.
- What should be recorded when a work order is completed?
Record the condition found, action taken, labor, parts, downtime, checklist results, evidence, and any follow-up work.
- Should closed work orders be editable?
Important completion records should be protected after closure. Any permitted correction should remain traceable.