What goes on a work order
- Customer, vehicle unit number, VIN, and mileage or engine hours.
- The jobs requested, each with its own line.
- Authorization: who approved the work, when, and how.
- Assigned technician and scheduled time or location, for mobile jobs.
- Technician time, parts used, and findings for each line.
- Status, such as waiting on approval, in progress, waiting on parts or complete.
Work orders in a fleet context
Fleets that run their own maintenance departments also use work orders internally, for example to schedule preventive maintenance, record DVIR repairs or track a recall. When an outside shop does the work, the fleet often needs the vendor's work order details to close its own internal record. Under 49 CFR 396.3, motor carriers must keep records of inspection, repairs and maintenance for each vehicle they control, so complete work orders support that obligation.
Legal requirements in some states
In California, the Bureau of Automotive Repair says a work order must contain the authorized estimate for a specific job, the repairs requested and authorized by the customer, and the odometer reading. Other states have their own consumer repair rules. Check the rules where you operate.
Good work order habits
- One line per job, with a clear complaint, cause and correction.
- Record authorization before work begins.
- Add photos of failed parts and measurements, such as tread depth or pushrod stroke.
- Close the work order promptly so invoicing is not delayed.
Work order versus purchase order
A purchase order is issued by the customer to authorize spending. A work order is the shop's job record. Fleets often require the purchase order number to appear on the work order and invoice.
Related: MetaFleet work orders and purchase orders; get a walkthrough.