What to put on a mechanic work order
The work order follows the vehicle through your shop. Your service writer starts it, your technician works from it, and it becomes the base for the invoice. Include:
- Work order number, date and the technician assigned
- Customer name and the best way to reach them during the day
- Vehicle year, make, model, VIN, plate and mileage in
- The customer concern in their own words
- Parts used, with part numbers
- Labor steps and hours
- Notes, such as "customer waiting" or "call before extra work"
- The customer's signature authorizing the work
Write the concern in the customer's words
"Grinding noise from the front when braking, worse in the morning" is more useful than "check brakes". It tells the tech what to test and lets you confirm on the road test that the exact concern is fixed. When the customer describes a noise, ask when it happens, where it comes from, and how long it has been going on.
A filled example
WO-1001, assigned to Sam. Customer concern: grinding from the front when braking. Vehicle: 2015 sedan, 142,300 miles. Sam inspects and finds front pads at 2 mm and scored rotors. Parts: front pads and two rotors with part numbers. Labor: replace front pads and rotors, 1.6 hours. Note: customer approved by phone at 10:40. The work order is then turned into an invoice with the receipt and invoice maker at pickup.
Common work order mistakes
- No mileage in. You need it for warranty, service reminders and to spot odometer problems.
- No technician name. If a comeback happens, you want to know who did the job.
- Starting without approval. Get the signature, or note the time and method of approval, before work begins.
- Parts used not written down. Missing parts on the work order become missing money on the invoice.
Pair it with an inspection
Many shops run a multi point inspection on every work order. It finds needed work early, gives the customer a clear picture, and makes the next estimate easy to write.
