Work Order Template

A work order is a document that authorises and records a specific job. It includes the customer details, job description, materials, labour, agreed price, and any special conditions. Tradesmen use work orders to ensure both parties agree on the scope before work starts — reducing disputes, preventing scope creep, and providing a written record if issues arise later.

A quote is sent before a job to show what it will cost. A work order is issued when the customer agrees to proceed — it authorises the work and becomes the working document for the job. Work orders often include additional operational detail: start date, materials list, access instructions, and sign-off sections. Some tradesmen combine both into a single document.

For small repeat jobs with trusted customers, a work order may be unnecessary. For new customers, larger jobs, or any work where scope creep is a risk, a signed work order protects both sides. It's especially important for jobs where variations are likely — building work, renovations, or service contracts where additional items may be discovered during work.

A signed work order constitutes a contract in the UK. If a customer refuses to pay or disputes the scope, a signed work order is strong evidence in a small claims court. Always get a signature or written confirmation (email or message) before starting. Digital acceptance via email or a messaging app timestamp is also legally valid.

Yes — at minimum include: payment terms (e.g. net 7 or 14 days), late payment charges, what happens if additional work is discovered, cancellation policy, and who supplies materials if not included in the price. A short T&C section at the bottom of the work order covers you without needing a separate legal document for most jobs.