Free job card template
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Free printable job card template and sample PDF. Capture job details, faults, findings, parts, labour, testing and technician or supervisor sign-off.
Commercial Director
Key takeaways
- A job card authorises and records one repair, service, installation or inspection, then becomes the signed record of who did what, with which parts and in how many hours.
- Use one card per visit and asset. Record the condition found, diagnostic steps, work performed, parts, labour, post-work test, status and sign-off.
- A printable job card remains useful in workshops and remote sites where a technician needs an offline field record that can be scanned into the asset history later.
- WHS plant-maintenance duties require defensible inspection, testing and maintenance records; the completed card supports that evidence but does not replace task-specific permits or procedures.
- Update follow-up actions and the next service due date at close-out so the job card feeds the maintenance plan rather than becoming an isolated paper record.
Updated 11 July 2026
How to use: download the PDF, print or complete digitally on any device.
- PDF format, ready to print or fill on screen
- Use as-is or customise to suit your operation
- Go digital in MapTrack for photos, alerts and audit trails
Download formats
- Printable job card template PDF
PDF: Print-ready job card with job and asset details, findings, parts, labour, work completed, testing and sign-off.
- Job card sample and printable form
HTML: Browser-friendly job card sample you can print, save as PDF or use to review the standard field layout.
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Used by construction, mining and field service teams
What is a job card template?
A job card is a printable field record used to authorise, perform and sign off one repair, service, installation or inspection. It travels with the technician from the office or workshop to the asset and, once completed, becomes the original record of what was found, what work was performed, which parts were used, how long the job took and who accepted the result. The terms job card and work order are often used interchangeably, but teams commonly use job card for the technician-facing sheet and work order for the broader planning, approval and scheduling record.
Job cards remain useful across field service, construction, mining, facilities, fleet and workshop maintenance because a printed sheet works without connectivity, battery power or an app login. The technician can record the condition found, diagnostic steps, parts fitted, labour, test results and follow-up actions while standing beside the asset. After return to the office, the signed card can be scanned into the asset record, used for time-and-materials billing and linked to the next service or corrective action.
A well-structured job card also provides the evidence trail needed for warranty, insurance and plant-maintenance reviews. It should support, not replace, any task-specific SWMS, JSA, isolation, permit-to-work or manufacturer procedure. In MapTrack, the same fields can run as a digital workflow linked to the asset, so photos, alerts, follow-up work and maintenance history stay together instead of being re-keyed from paper.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this job card template
- Clear authorisation: ensures work is approved before it starts, reducing unauthorised spend and unsafe activity.
- Accountability: assigns responsibility to a specific technician or crew and records who signed off.
- Full audit trail: documents what was done, when, by whom and at what cost for compliance and insurance purposes.
- Parts and cost tracking: captures materials used and labour time, supporting accurate cost-per-asset reporting.
- Preventive maintenance: work orders can be scheduled in advance to keep assets serviced before they fail.
- Better communication: a clear job card reduces miscommunication between requesters, technicians and supervisors.
- Asset history: completed work orders build a maintenance history for each asset, improving resale value and lifecycle decisions.
Benefits of digitising forms in MapTrack
When you move your work orders from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Trigger work orders automatically when a fault is logged during an inspection.
- Track service intervals by hours, kilometres or calendar date in one place.
- Attach supplier invoices and parts receipts to each maintenance record.
Book a demo to see how MapTrack handles work orders.
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What to include in a job card template
This job card template covers 11 key areas:
- Job details: work order number, date raised, date required, job title, site/location, department, priority (low/medium/high/critical) and work type (corrective, preventive, inspection, safety, project).
- Asset / equipment: asset ID or tag, asset name, make/model, serial/rego, meter or hours reading, and asset location.
- Requested by: requester name and contact, assigned technician and supervisor.
- Fault description / work required: written description of the fault or task to be carried out.
- Safety notes / hazards / permits required: any known hazards, required PPE or permit-to-work requirements.
- Materials / parts used: part ID, description, quantity, unit cost and supplier notes for each item used.
- Labour / time record: technician name, start time, finish time and total hours for each person.
- Work completed / findings: description of what was actually done and any findings during the job.
- Job status: complete, partial (follow-up required), on hold (parts ordered) or referred/escalated.
- Further actions required: any follow-up tasks, additional parts needed or next steps.
- Declaration and sign-off: technician and supervisor signatures with date and time.
How to use this job card template
- Raise the work order: fill in the job details, asset information, fault description and priority level.: The requester or supervisor completes the header section including work order number, date, job title, site, department, priority and work type. Attach the asset ID, name, make, model and current meter reading. Describe the fault or required work in clear, specific terms so the assigned technician understands the scope before arriving on site.
- Identify safety requirements: note any hazards, required PPE or permits needed before work begins.: Review the task for known hazards such as confined spaces, live electrical, hot work or working at heights. Record required PPE and any permits that must be issued before the technician starts. Reference the relevant Safe Work Method Statement (SWMS) or JSA if applicable. This section is critical for WHS compliance under the WHS Act 2011.
- Assign the work order to the technician or crew responsible for completing the task.: Assign based on trade qualification, availability and site location. The assigned technician should review the work order details, confirm they have the required parts and tools, and acknowledge acceptance. In MapTrack, assignment is automated based on trade type and site, with instant notification to the technician.
- The technician performs the work, recording each action taken, diagnostic findings and any additional faults discovered.: As the work progresses, the technician documents what was actually done in the work completed section. Include specific diagnostic steps taken, root cause identified, corrective actions performed and any secondary issues discovered during the job. Be specific rather than writing generic entries like "repaired" or "fixed".
- Record all parts and materials used with part numbers, quantities and costs. Log labour time for each technician.: List every part used with its description, part number, quantity, unit cost and whether it came from van stock, site stores or was ordered. Record start time, finish time and total hours for each technician who worked on the job. Accurate parts and labour data supports cost-per-asset reporting and inventory management.
- Set the job status, document any follow-up actions required and update the next service due date on the asset record.: Select the appropriate status: complete, partial (follow-up required), on hold (parts ordered) or referred/escalated. Document any further actions needed, including parts on order, return visits or related work orders to be raised. If the work was a scheduled service, update the next service due date or meter interval on the asset record.
- Obtain technician and supervisor signatures, then file the completed work order against the asset record.: The technician signs to confirm the work was performed as documented. The supervisor or maintenance manager reviews the findings, approves any outstanding actions and countersigns. Both signatures with dates create an auditable record. File the completed work order against the asset record for warranty claims, insurance, compliance audits and lifecycle cost analysis.
In MapTrack, you can schedule and track maintenance digitally. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full job card template as a PDF.Back to download formHow often should you complete this work order?
Work orders should be raised whenever maintenance, repair or inspection work is required on an asset. This includes scheduled preventive maintenance triggered by date or meter intervals, corrective work orders raised from defect reports or failed pre-start inspections, compliance-driven inspections required by regulation, and project or modification work. There is no fixed calendar frequency because work orders are event-driven. In a well-managed maintenance operation, the majority of work orders should be preventive (scheduled) rather than corrective (reactive).
MapTrack automates preventive work order creation based on asset service schedules, so the maintenance team always has visibility of upcoming work without manual tracking.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- ISO 55001 - Asset Management Systems (requirements for establishing and maintaining a systematic approach to work order management)
- WHS Act 2011 - General Duty of Care (PCBU obligation to maintain plant and structures through documented maintenance activities)
- WHS Regulations 2011, Chapter 5 - Plant and Structures (requirements for documented inspection, maintenance and testing of plant)
Embed this free template on your website
Run an industry blog, trade association site, or training resource? Drop a preview of this free job card template straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.
<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#0E7490;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Job card template</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Job details: work order number, date raised, date required, job title, site/location, department, priority (low/medium/high/critical) and work type (corrective, preventive, inspection, safety, project).</li>
<li style="margin:4px 0;">Asset / equipment: asset ID or tag, asset name, make/model, serial/rego, meter or hours reading, and asset location.</li>
<li style="margin:4px 0;">Requested by: requester name and contact, assigned technician and supervisor.</li>
<li style="margin:4px 0;">Fault description / work required: written description of the fault or task to be carried out.</li>
<li style="margin:4px 0;">Safety notes / hazards / permits required: any known hazards, required PPE or permit-to-work requirements.</li>
<li style="margin:4px 0;">Materials / parts used: part ID, description, quantity, unit cost and supplier notes for each item used.</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/work-order-job-card-template" style="color:#071D49;font-weight:600;text-decoration:none;">Job card template</a> by MapTrack</p>
</div>Please keep the “by MapTrack” attribution link in the snippet.
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