A ready-to-use work order log for Excel or Google Sheets — track every job with priority, labor hours, parts, and failure cause. Free, no signup.
| WO # | Date Opened | Equipment / Asset | Location | Priority | Description of Work | Assigned To | Status | Labor Hours | Parts Used | Failure Cause | Date Completed | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| WO-001 | 2026-06-02 | Press Brake #2 | Fab Shop | High | Repair hydraulic leak at ram cylinder | M. Torres | Completed | 2.5 | Hydraulic hose 3/8" (1) | Worn hose fitting | 2026-06-02 | Checked other fittings while down |
| WO-002 | 2026-06-05 | Air Compressor #1 | Mechanical Room | Medium | Monthly PM — change oil, drain moisture trap, check belts | J. Reyes | Completed | 1.0 | Compressor oil (2 qt) | — | 2026-06-05 | Belt wear noted, replace next PM |
| WO-003 | 2026-06-09 | Forklift (Electric) | Warehouse | High | Inspect brakes — operator reports soft pedal | M. Torres | In Progress | 1.5 | — | — | — | Brake fluid low, checking for leak |
| WO-004 | 2026-06-10 | Conveyor Line A | Production Floor | Medium | Replace worn drive belt and re-track | D. Okafor | Completed | 3.0 | Drive belt 4L-480 (1) | Normal wear | 2026-06-11 | — |
| WO-005 | 2026-06-12 | CNC Mill | Machine Shop | Low | Coolant smells rancid — flush and refill tank | J. Reyes | Open | — | — | — | — | Schedule during Friday changeover |
| WO-006 | 2026-06-13 | Dock Door #3 | Shipping | High | Door stuck halfway — replace snapped torsion spring | D. Okafor | Open | — | — | — | — | Door blocked off, use Dock 4 |
Preview of the example rows. The download includes these plus blank rows to fill in.
A work order log like this works fine while one person runs it. The cracks show as soon as work has to move between people: a spreadsheet can't assign a job to a tech or notify them it exists, there's nowhere to attach a photo of the leak or the nameplate, and pulling the full repair history for one asset means filtering and hoping every row was typed consistently. That's usually when teams move to software built around the work order itself. We cover the habits that matter either way in our guide to maintenance work order best practices.
At minimum: a unique work order number, the date opened, the equipment and its location, a priority, a clear description of the work, who it's assigned to, and the current status. To get real value from the log, also record labor hours, parts used, the failure cause, and the completion date — that history is what tells you which machines are costing you the most.
A simple three-level scale works for most small teams: High for safety issues and breakdowns that stop production, Medium for problems that degrade performance or will get worse if ignored, and Low for cosmetic or convenience items. Work the highs first, batch the lows into slow periods, and re-check priorities weekly so nothing quietly ages into an emergency.
Keep them for the life of the asset at minimum — repair history is what makes repair-vs-replace decisions possible, and it's often requested during audits, insurance claims, and warranty disputes. Many teams keep 3–7 years of records as a baseline; digital storage is cheap, so when in doubt, don't delete.
RunTight turns this log into mobile work orders your techs complete in 2 minutes — free for teams up to 25, no per-user fees.
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