Work Order Template: What Every Vendor Needs to Know
A vendor calls you from a property: "Hey, I'm at Unit 302, but I don't see a leak."
You check the email. The tenant said the leak was in the bathroom. The vendor is in the kitchen. You've just paid for a service call that solved nothing.
The quality of your work order directly impacts the speed and cost of the repair. Here is what every professional work order must include.
The "Perfect" Work Order Checklist
1. Clear Issue Description (The "What")
Don't just say "Plumbing issue." Be specific: "Kitchen sink is leaking from the P-trap when water is running." Why? The vendor knows exactly which tools and parts to bring.
2. Location Specifics (The "Where")
"Unit 302" isn't enough for large buildings. Include: "Second bathroom, under the vanity." Why? Saves time searching the property.
3. Access Instructions (The "How")
"Key is in the lockbox (Code: 1234)" or "Tenant will be home after 4:00 PM (Phone: 555-0199)." Why? Prevents "no-access" service charges.
4. Not-to-Exceed (NTE) Amount
"Repair authorized up to $250. If cost exceeds this, call for approval before proceeding." Why? Protects the property owner's budget and prevents surprise $800 bills for minor fixes.
5. Photos and Attachments
Always forward the tenant's photos if they sent any. Why? A picture of a broken fridge handle tells a vendor exactly which part to order before they even leave their shop.
A Sample Template
To: [Vendor Name] From: [Your Name/Company] Property: 123 Main St, Unit 4B Tenant: Jane Doe (555-0123)
Issue: Garbage disposal is humming but not spinning. NTE Amount: $150 Access: Key in blue lockbox on front railing. Code 0987. Notes: Tenant says it happened after a dinner party. Likely jammed. Please check for obstructions before replacing unit.
The Benefits of Standardization
When you use the same format for every work order:
- Vendors love you: You become their "easy" client, and they'll prioritize your jobs. (See our Vendor Management Playbook for more tips).
- Fewer mistakes: You're less likely to forget critical info like a gate code or pet warning.
- Better records: If an owner asks about a repair six months later, you have a professional document to show them.
OpsPilot Note: OpsPilot automatically extracts all of this information from a tenant's email and drafts a professional work order for you. It includes the location, access details, and even a cost-based NTE recommendation, so you can dispatch a perfect work order with one click.