Capture every service request cleanly. This work order form collects the customer, service location, problem description, urgency, preferred timing, and site access details — built for HVAC, plumbing, electrical, IT, repair, and maintenance teams.
Free for non-commercial projects, with unlimited forms and responses.
Last updated
A work order form is the front door of any service business. Whether you're a one-truck plumber or a 50-tech HVAC company, the quality of the information you collect on intake determines whether the first visit is productive or a wasted dispatch. This template captures the right details on the first try: customer, location, service type, problem description, urgency, and — critically — the access notes that prevent your tech from standing on a locked porch with no way in.
The field set is designed around what techs and dispatchers actually need to make a job successful. The urgency radio routes the request to the right priority queue. The site access notes field is the unsung hero — it's where customers tell you about gate codes, pets, parking restrictions, lockboxes, and tenant contacts that would otherwise turn into a phone call. The preferred date and time window let customers self-schedule expectations, and the optional PO field handles the few B2B accounts that require purchase orders.
formformform is the right fit for service contractors who don't need a full FieldEdge or ServiceTitan subscription just to take new requests. Every form is free with unlimited submissions, integrates with your email inbox for instant dispatch, and embeds on any contractor website. Pair it with the existing maintenance request and IT help desk templates for a complete service intake stack — or use it standalone for any trade that needs structured request capture.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
Review the starting questions and choices. You can change them in your own copy.
Jane Doe
e.g. Building 4 / Account #1234
(555) 123-4567
you@example.com
Street, City, State, ZIP
Describe the issue, what you've already tried, and any symptoms.
e.g. Mornings, after 5 PM
Gate codes, pets, parking, key location, etc.
If applicable
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Account or Site Reference (optional)” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Service Type” in particular and adapt it to the detail you need.
Ask for the context needed to understand the request before replying. This reduces the back-and-forth needed to establish the basic facts. Review “Problem Description” in particular and adapt it to the detail you need.
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Urgency” in particular and adapt it to the detail you need.
Captures vehicle VIN, mileage, symptoms, and customer drop-off time for body and mechanical shops.
Captures appliance brand, model, and fault description for appliance service techs.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Site Access Notes” in particular and adapt it to the detail you need.
Records unit number, issue category, and tenant access permission for landlord maintenance teams.
Click "Use this template" to start with a ready-built work order form.
Customize the service type dropdown to match the services you actually offer (HVAC, plumbing, IT, etc.).
Set your dispatch notification email so every request reaches the right person immediately.
Add your service area (cities or zip codes) to the intro paragraph so out-of-area requests self-filter.
Set business hours and emergency contact info in the form description.
Publish and embed the form on your contractor website, link from Google Business Profile, and include in email signatures.
gate codes, lockbox locations, and pet warnings prevent wasted truck rolls.
define what 'emergency' means in your business so customers don't abuse the option.
text and call confirmations are still the fastest way to reach customers in the field.
assign different techs based on the trade automatically.
customers want to know they reached you, not that the form just disappeared.
listing your zip codes upfront filters out customers you can't serve.
site references and account numbers help you provide consistent service over time.
Captures unit make and model, symptom description, and access window for HVAC techs scheduling visits.
Records leak location, fixture type, and water shut-off access for plumbing call-outs.
Collects panel location, circuit issue, and access notes for electrician dispatches.
Captures device, error message, and user contact for break-fix IT tickets.
Records unit number, issue category, and tenant access permission for landlord maintenance teams.
Captures vehicle VIN, mileage, symptoms, and customer drop-off time for body and mechanical shops.
Records lock type, address, and emergency vs routine flag for locksmith dispatches.
Captures appliance brand, model, and fault description for appliance service techs.
Records project ID, change description, and cost or time impact for in-progress builds.
Captures property address, requested service (mow, prune, mulch), and gate access details.
Records pool size, chemical history, and service frequency for pool techs.
Captures pest type, infestation area, and pet or child sensitivity notes for pest techs.
Records room count, color preferences, and prep work needed for painting contractors.
Captures roof type, leak location, and inspection vs repair flag for roofing crews.
Yes — completely free with unlimited submissions. No per-request fees, no monthly subscription, no surprise billing.
Yes. Use the service type dropdown to categorize incoming requests, and configure your notification rules so each trade routes to the right tech or dispatcher.
The urgency field captures the customer's priority. Set up your inbox or notification rules to flag emergency requests immediately — many contractors text-forward urgent submissions to the on-call tech.
Customers can attach a photo to the request itself — add an Upload field to the form in the editor and a phone camera shot comes through at up to 2 MB, plenty for a shot of the problem. Each field takes one file, so add a second if you want two angles. Some dispatchers still ask customers to text photos to the on-call line for same-day emergencies, but that's now a choice rather than the only option.
Reply to the customer with a confirmed date and time. The preferred date and time window fields give you a starting point; finalize via phone or email.
List your service area (cities or zip codes) in the form intro. Out-of-area requests will mostly self-filter, and you can decline any that slip through.
Take repair and maintenance requests with category, priority, and access details.
Let employees report IT issues with all the context your team needs to fix them fast.
Document workplace incidents, near-misses, and hazards in a structured way.
Take appointment requests with date, time, service type, and reason.
Document workplace accidents, injuries, and near misses with a thorough incident report.
Collect business details, tax information, and document submission status from new vendors.
Request asset disposal with reason, data-wiping needs, and manager authorization tracking.
Capture structured employee suggestions for process improvements with effort and impact fields.
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Free for non-commercial projects, with unlimited forms and responses.
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