Free property maintenance work order template

A property maintenance work order is how a landlord, letting agent or facilities manager instructs a contractor to carry out a repair or routine upkeep job at a specific property, and how the contractor records what was done once it is finished.

Why property maintenance needs its own paper trail

Property maintenance almost always involves three parties: the owner or agent who authorises the work, the contractor who does it, and the tenant or occupant who is actually on site. A work order that names the property, who requested the job and who signed off on completion keeps all three on the same page, and is often the record a landlord needs to show a repair was carried out within a reasonable time.

What to include

A clear property maintenance work order shows the site address, the date the work was requested and the date it was scheduled or carried out, who requested it (an agent, an owner or a tenant), each part and each hour of labour priced separately, and any notes on access arrangements or follow-up work still needed.

Recurring and one-off jobs

Some property maintenance is scheduled and recurring (gutter clearing, fire safety checks), and some is reactive (a reported leak, a broken lock). Either way, a numbered work order for each visit builds a maintenance history for the property that an owner or managing agent can refer back to.

From work order to invoice

Once the tenant, agent or owner has signed off that the work is complete, "Turn this into an invoice" carries your business, the customer and every parts and labour line straight into Papertern's invoice maker.

Work order makers by country

Each country edition uses the same tax name and business ID field as that country's invoice maker, with this preset selected.

Other work order presets

• General maintenance work order template
• Auto repair work order template
• HVAC work order template