Work Order Completion Report
The closing document for a finished job. What was done, what it cost, whether it is genuinely resolved, how long the work is warranted for, and two signatures: the person who did it and the person who asked for it.
- One outcome, ticked once: resolved, partial or escalated
- Labor, parts, contractor and access, totalled with tax
- A warranty window with the days left counting down
- Satisfaction captured on site, not by email later
Work Order Completion Report
What closing the job actually means
| # | Outcome, tick one only | Tick | Detail | By |
|---|---|---|---|---|
| 1 | Fully resolved, no further work needed | |||
| 2 | Partial, follow-up work needed | |||
| 3 | Escalated to another team, contractor or specialist |
The document you will get. Download for the full, editable file.
Who this work order completion report is for
This is the one maintenance document that two different people sign for two different reasons, which is what makes it worth keeping.
The technician who did the work
You are recording what happened, including the cause and the checks you ran afterwards. The summary and the outcome tick are the two fields that decide whether this job is genuinely finished.
The person who raised the request
You accept the work and rate it. The original request is copied in as it was raised rather than as it was understood, so you are signing against what you actually asked for.
Facilities or operations manager
You live with the follow-ups. The outcome split and the follow-up work order number are what stop a partial job from being filed as complete and reappearing as a new fault.
Whoever approves the charge
Labor, parts, contractor charges and access are totalled separately before tax, so the number you approve can be explained line by line rather than defended as a lump sum.
Which section matters the most in your sector
The form is the same everywhere. What changes is who reads it afterwards, and that is usually whoever is being charged. If you run one of these, the sector page goes further than the template does.
- FM service providers
The requester signature. When you are the contractor, an accepted and signed completion report is the difference between an invoice that gets paid and one that gets queried.
FM service provider software - Commercial real estate
The chargeable line. Deciding at completion whether a job is recharged to a tenant or absorbed is far easier than reconstructing it at the end of the quarter.
Portfolio maintenance software - Retail and malls
The outcome tick. Across many sites the number that matters is how often fully resolved holds, because a partial filed as complete becomes a second call-out.
Retail maintenance software - Healthcare
Equipment left fully operational, with limitations, or out of service. In clinical areas that field decides what happens next, and it needs an answer rather than a blank.
Healthcare maintenance software - Corporate facilities
The satisfaction rating. Office moves and small works are judged on how they felt to the person who asked, and that is only captured if somebody collects it before leaving.
Corporate facilities software - Data centres
The warranty window. On critical plant a recurrence inside the warranty period is a supplier conversation, and it only happens if the expiry date was recorded here.
Data centre maintenance software
What a work order completion report should contain
A work order completion report is the document that closes a finished job. It records what was done and why it failed, the labor and parts used and what the job cost, whether it is fully resolved or needs following up, the warranty attached, and the signatures of whoever completed it and whoever asked for it.
A. Fields specific to a completion report
| Field | What goes in it | Why it earns its place |
|---|---|---|
| The work order it closes | The original number, the date raised, and the request as written | Copying the request as it was raised rather than as it was understood is the point. The requester is signing against what they asked for, not against your interpretation of it. |
| Who completed it, and when | Name, trade, in-house or contractor, plus time on and off site | Time on and off site is what makes labor hours checkable. It is also the field that settles the argument about whether anybody attended at all. |
| Summary of the work carried out | What was done, the cause found, and the tests run afterwards | The cause is the field most often left blank and the most useful later. Without it a repeat failure looks like bad luck rather than a pattern. |
| Condition the equipment was left in | Fully operational, operational with limitations, or out of service | Three options rather than a yes or no, because operational with limitations is the real state more often than either extreme and it changes what happens next. |
| Labor table | Date, technician, hours and rate, with the line total calculating | Hours against a named person and a rate is what turns a cost into something defensible. A single labor figure cannot be checked by anybody. |
| Parts and materials | Part number, description, quantity and unit cost | Part numbers matter beyond the invoice. They are what let you see the same component being replaced twice on the same asset inside a year. |
| Total cost build-up | Labor, parts, contractor charges, access and hire, then tax | Separated before it is totalled, so the number can be explained line by line rather than defended as a lump sum, and so what is chargeable can be split off. |
| Outcome, ticked once | Fully resolved, partial with follow-up, or escalated | One tick only. This single field is the one that decides whether your completion statistics mean anything, and it is the one under the most pressure to be optimistic. |
| The follow-up block | What is left, why, the follow-up work order number, and whether the asset is safe | It opens only when the outcome is not fully resolved. Is the asset safe to use meanwhile is the line that must never be left blank on a partial. |
| Warranty register | Item, who covers it, the period, and the expiry with days left | A recurrence inside this window is a warranty call rather than a new chargeable job. Nobody ever checks unless the expiry date is written down at completion. |
| Requester feedback | A rating out of five, whether it was resolved, and whether response time was acceptable | Collected on site while the technician is there. A survey emailed days later measures the email rather than the work, and almost nobody answers it. |
| Three signatures | Completed by, accepted by the requester, and approved for charging | Three because they are three different statements. The technician says it is done, the requester says it is acceptable, and somebody separate says it can be charged. |
If you keep only one field from this form, keep the outcome tick, and treat it as sacred. Everything else records the job. That one field records the truth about the job, and it is under constant quiet pressure to read fully resolved, because partial looks like failure on a dashboard. It is the opposite. A partial closed honestly, with a follow-up work order number against it, is a job under control. The same job closed as fully resolved disappears, comes back the following week as a new fault, and now shows up twice in your reactive numbers while nobody can see the two are connected. Teams that are strict about this one tick get a mean-time-between-failures figure they can trust. Teams that are not have a very tidy closure rate and no idea what is actually breaking.
B. What it looks like filled in
One completion report from the log: a rooftop unit that stopped cooling, fixed in a single visit, and closed in a way that will still make sense a year from now.
| Field | What went in | Why it matters later |
|---|---|---|
| Work order closed | WO-1102, raised 12 Dec, completed 14 Dec | Two days is the response figure, and it is now evidenced |
| Cause found | Run capacitor failed, CAP-45-370 replaced | The cause, not just the fix |
| Cost | 2.5 hrs at 58.00 plus parts 18.50, 163.50 net, 196.20 with tax | Explainable line by line, not a lump sum |
| Outcome | Fully resolved, tested on full cooling cycle | Backed by a test, so the tick means something |
| Warranty | Capacitor, manufacturer, 12 months to 14 Dec 2027 | A repeat before then is a warranty call |
| Satisfaction | 5, collected on site, requester signed | Rated by the person who raised it, while it was fresh |
The two bold rows are what make this report worth more than a closed ticket. Recording the cause rather than only the fix means that if the same rooftop unit fails again in March, somebody can see it is the second capacitor in four months and start asking about voltage or heat rather than fitting a third. And the warranty row is money: a recurrence before December 2027 is a manufacturer claim, not a chargeable job, but only because the expiry date exists somewhere a person will look. Without it the second visit gets quoted, invoiced and paid in full by whoever raised it. The outcome tick is doing quiet work too. Fully resolved is backed here by a test on a full cooling cycle, which is the difference between a considered judgment and an optimistic one.
Word for the copy a technician fills in and a requester signs, Excel for the labor and parts tables that total themselves plus the Completion Log that trends cost, outcome and satisfaction across jobs, PDF for the version that goes out with an invoice. Free, and yours to rebrand.
How do you complete a work order completion report?
Fill it in at the end of the job, on site, with the requester still available to sign. Six steps, in the order the form runs.
Tie it to the work order it closes
The completion report number, the original work order number, the date it was raised and the date the work finished, who requested it, the site, the location and the asset. Then copy the original request in as it was written rather than as you understood it.
Record who attended and when
Name, trade, whether in-house or a contractor with the company named, anybody else who worked on it, the supervisor, and the times on and off site. Those two timestamps are what make the labor hours checkable afterwards.
Write what was done, the cause, and the tests
What was actually carried out, the cause of the problem where one was found, and the checks run afterwards to prove it. Then the condition the equipment was left in: fully operational, operational with limitations, or out of service.
Total the cost honestly
Labor by date, technician, hours and rate. Parts by number, description, quantity and unit cost. Then contractor charges, access or hire, the subtotal, the tax rate as a whole number, and what is chargeable to the requester rather than absorbed.
Tick one outcome, and open section 8 if it is not resolved
Fully resolved, partial, or escalated, and only one. If it is not fully resolved, record what still needs doing, why, the follow-up work order number, the target date, whether the asset is safe to use meanwhile, and that the requester has been told.
Record the warranty, get the rating, get the signatures
Warranty item, who covers it, the period and the expiry. Then the satisfaction rating while you are still standing there. Then the three signatures: completed by, accepted by the requester, and approved for charging.
A completion report versus the work order it closes
People reasonably ask why this is not just the work order with more fields on it. They are two documents written at opposite ends of the same job.
| Aspect | The work order | This completion report |
|---|---|---|
| When it is written | Before the work, to request and authorize it | After the work, to record what actually happened |
| What it describes | What should be done, and by when | What was done, what caused it, and what it cost |
| Who signs it | Whoever raises or approves the job | The technician and the requester, separately |
| What it proves | That the work was authorized | That the work is finished, and to whose satisfaction |
| What it says about money | An estimate at best | Labor, parts, contractor and access, totalled with tax |
| If you do not have it | You cannot tell who asked for what | You cannot tell whether closed means finished |
The gap between the two is where closure rates go wrong. A work order can be marked complete in any system by one person clicking one button, and nothing about that click distinguishes a job that was properly finished and tested from one that was abandoned when the part turned out to be on order. The completion report forces the distinction into the open: an outcome ticked once, a cause recorded, tests named, and a requester signing to say they accept it. That is also why the two documents should not be merged. The work order is a live instruction that changes while the job runs. The completion report is a fixed statement made once, at the end, by somebody who is willing to sign it. Combining them produces a document that is edited after it is signed, which is the one thing a signature is supposed to prevent.
When the template starts to feel limiting
A signed form closes one job cleanly. It tells you almost nothing across a hundred of them, and it fails in four predictable ways.
Warranty windows expire silently
Every report carries an expiry date written in a document that gets filed on the day it is signed. Nothing raises a hand when the same asset fails six weeks later and the claim is still live.
You cannot see which closures did not hold
The useful figure is how often fully resolved stays resolved. Answering that means matching later jobs back to earlier reports on the same asset, by hand, one at a time.
The report and the work order drift apart
One lives in a folder, the other in a system, and only a person connects them. A job can be closed in one and left open in the other without anything noticing.
Repeat parts on one asset stay invisible
The same component replaced twice in four months is the finding worth having. On paper it is two part numbers on two reports that nobody reads side by side.
What running this in Facilio looks like
The template is the paper version of this closure. The fields are the same ones; the difference is that the outcome, the cost and the warranty attach to the asset rather than to a filed document.
Work Completion Validator
Fully resolved has to be earned
On paper the outcome is whichever box somebody ticked. Work Completion Validator holds the closure against its evidence, so a job closed as fully resolved with no test recorded and parts still on order is caught before it closes.
Ops Performance Intelligence
Warranty expiry stops being a filed date
The warranty window sits against the asset and the part, so a failure inside it surfaces as a claim rather than being quoted, invoiced and paid as a fresh job.
Audit Report Intelligence
Closures that did not hold become visible
Because each report is attached to the asset, a job that reappears within weeks reads as a reopened failure rather than a new one, which is the number that tells you what closure rate is really worth.
Contractor Work Tracker
Cost and acceptance sit with the contractor
Hours, parts, charges and whether the requester actually signed are held against the contractor record, so an invoice can be checked against an accepted completion rather than taken on trust.
Hallucination-free by design. Atom AI answers from the records in your tenant rather than generating plausible text, so an empty field reads as empty rather than filled in for you.
Frequently asked questions
What is a work order completion report?
A work order completion report is the document that closes a finished job. It records the original work order and what was requested, who carried the work out and when, what was actually done and the cause of the problem, the labor and parts used and the total cost, whether the job is fully resolved or needs following up, any warranty attached to it, the requester's rating, and the signatures that close it.
It is written after the work, not before, and it is the record the person who raised the job signs. That is what separates it from the work order itself, which is an instruction issued beforehand.
What should a work order completion report include?
The reference block tying it to the original work order, who completed the work with times on and off site, a summary covering what was done, the cause found and the tests run afterwards, and the condition the equipment was left in.
Then the money and the outcome: a labor table, a parts table, a cost build-up with tax and what is chargeable, one ticked outcome, a follow-up block if it is not fully resolved, a warranty register with an expiry, the requester's rating, and three signatures for completion, acceptance and approval to charge.
What is the difference between a work order and a completion report?
The work order is written before the job to request and authorize it, and it describes what should happen. The completion report is written after, and it describes what did happen, what it cost, and whether it is genuinely finished.
They are also signed by different people for different reasons. A work order is signed by whoever raises or approves the job. A completion report is signed twice: the technician stating the work is done, and the requester accepting it.
What do you do when a job is only partly finished?
Tick partial rather than fully resolved, and complete the follow-up section. It asks what still needs doing, why it could not be finished, the follow-up work order number, who it is escalated to if anybody, a target date, and whether the requester has been told.
The field people skip is whether the asset is safe to use in the meantime, which takes yes, no, or with restrictions. On a partial closure that answer is the single most important line on the form, because somebody is going to use the equipment before the follow-up happens.
Why does it matter which outcome you tick?
Because a job closed as fully resolved that comes back next week is recorded as a brand new fault. The connection between the two visits is lost, your reactive workload looks higher than it is, and the underlying problem never surfaces as a pattern.
Closing the same job honestly as partial, with a follow-up work order number against it, keeps the two connected. The pressure always runs the other way, because partial looks worse on a dashboard, but a tidy closure rate built on optimistic ticks tells you nothing about what is actually breaking.
Why record warranty on a completion report?
Because it is the only moment anybody knows the dates. The part was fitted today, the cover runs from today, and the expiry is calculable right now by the person holding the paperwork.
The payoff comes months later. If the same component fails inside that window it is a manufacturer or contractor claim rather than a chargeable job, and almost nobody checks unless the expiry was written down at completion. In the Excel version the days remaining count down on their own.
Should the requester sign it?
Yes, and get the rating at the same time. The requester signature is what turns your record of the work into their acceptance of it, which matters a great deal if the job is being charged or if there is any dispute later about whether it was done.
Collect the satisfaction rating on site while the technician is still there. A survey emailed three days later has a poor response rate and mostly measures how people feel about receiving surveys.
Can I edit and rebrand this template?
Yes. It is free to use, edit, rename and put your own logo on, internally or for clients. No attribution required.
The Word version is the one to edit if you want to change the outcome wording or match your own approval levels. The Excel version is the one to use if you want the labor and parts tables to total themselves, the warranty countdown, and the Completion Log tab that trends cost, outcome and satisfaction across every job you close.
In one paragraph
A completion report is written after the work, by the person who did it, and signed by the person who asked for it. Tie it to the original work order and copy the request in as it was raised rather than as it was understood. Record what was done, the cause where you found one, and the tests you ran to prove it, then the condition the equipment was left in. Build the cost up in parts, labor, contractor charges and access before totalling it, so the figure can be explained rather than defended. Then tick one outcome and be honest about it, because a partial closed properly with a follow-up number stays connected to its own history, while the same job closed as fully resolved comes back as a stranger. Record the warranty expiry while you still know it, take the satisfaction rating on site, and get all three signatures before you leave.
The template is the floor, not the ceiling
Take the report; it will close a job cleanly and give you something a requester will sign. When a folder of signed forms stops answering the question of whether closed really means finished, a connected CMMS holds it as data: outcomes attached to assets, warranty windows that raise a hand instead of expiring quietly, repeat parts visible on the second replacement rather than the fifth, and cost you can trace from the invoice back to the hour.
