Free template
Work order: blank and filled sample
The work order — three formats and a filled sample. In XLSX the amounts calculate themselves: labour hours × rate, quantity × price, total and VAT.
No sign-up. A4, Times New Roman. No personal data in the files — just blank fields.
The blank files themselves are in Russian: this is the form accepted in Russia. This page and the instructions are in English.
Filled sample
This is what the completed document looks like. The data is fictional.
ЗАКАЗ-НАРЯД № ________ от «___» ____________ 20___ г.
Общие сведения
| Заказчик | ООО «Карьер-Пример» |
| Исполнитель | ООО «Сервис-Пример» |
Данные заказа
| Дата заявки | 22.09.2026 |
| Марка, модель | Komatsu PC300-8 |
| Шасси / заводской номер | KMTPC012A51065123 |
| Наработка | 12 480 м/ч |
| Сервисный механик | Иванов И. И. |
| Заявленная неисправность | Течь по штоку гидроцилиндра стрелы, стрела не держит нагрузку |
Работы
| № | Операция | Причина / дефект | Н/ч | Ставка, ₽ | Сумма, ₽ |
|---|---|---|---|---|---|
| 1 | Дефектовка гидроцилиндра | Течь по штоку | 2 | 3 500 | 7 000 |
| 2 | Замена уплотнений гидроцилиндра | Течь по штоку | 3 | 3 500 | 10 500 |
| 3 | Шлифовка и хромирование штока | Задиры штока | 2,5 | 4 200 | 10 500 |
| Итого по разделу | 28 000 | ||||
Запчасти и материалы
| № | Артикул / наименование | Ед. | Кол-во | Цена, ₽ | Сумма, ₽ |
|---|---|---|---|---|---|
| 1 | 707-99-67090 Ремкомплект уплотнений гидроцилиндра стрелы | шт | 1 | 7 800 | 7 800 |
| 2 | HLP-46 Масло гидравлическое HLP 46 | л | 12 | 410 | 4 920 |
| Итого по разделу | 12 720 | ||||
Прочие затраты
| № | Наименование | Ед. | Кол-во | Цена, ₽ | Сумма, ₽ |
|---|---|---|---|---|---|
| Итого по разделу | 0 | ||||
Итого
| Работы | 28 000 |
| Запчасти и материалы | 12 720 |
| Прочие затраты | 0 |
| НДС ____ % (или «Без НДС») | Без НДС |
| Всего | 40 720 |
Исполнитель:
//
должностьподписьФамилия И. О.
Заказчик:
//
должностьподписьФамилия И. О.
What this document is
A work order is the instruction to repair and the estimate of its cost in one document: which machine, with which fault, which work and in what scope, which parts and materials, and how much it all costs. It is agreed before the work starts, and at the end the completion act is drawn up on its basis.
When it is drawn up
- When the request is accepted and the defect report is done — before work starts.
- When the customer needs to approve the amount in advance.
- To track mechanics' time in labour hours.
How to fill it in
- Fill in the order data — request date, machine, serial number, hours, mechanic.
- Copy the reported fault in the customer's own words.
- List the work by operation with labour hours and rate — the amount is calculated for you.
- Add parts and materials with article numbers and prices, and separately other costs (call-out, delivery).
- Enter the VAT rate or mark "No VAT" and check the total.
- Agree the work order with the customer before work starts — by signature or by letter.
Common mistakes
- One line "Hydraulics repair — 28 000 ₽" — the customer cannot see what they pay for.
- Labour hours without a rate, or a rate without hours — the amount cannot be checked.
- Parts in the same table as work — impossible to split in accounting later.
- Work started before approval — the disputed amount stays with the contractor.
Questions and answers
How is a work order different from a completion act?
The work order is drawn up before the repair — what will be done and for how much. The act comes after: what was actually done, and signing it means the customer accepted the work.
How is the cost of work calculated from labour hours?
The labour input of each operation in hours is multiplied by the hourly rate and summed. The contractor sets the rate; in the XLSX blank this is a formula. You can also calculate quickly in the calculator on the site.
Where does VAT go?
In the total block: the rate and the tax amount, or "No VAT" if the contractor is not a VAT payer. Enter the rate you actually apply — the blank does not fill it in.
Documents in order
Related articles
The same document on the phone, with photos and signatures
In DefAct work order is filled on site offline: the same fields, photos and signatures inside the document, and the PDF goes to the customer for approval by link. 30 days free.