That Actually Works
Finding which pump
Going to assess it
Figuring out parts
Getting the parts
= 1+ hour wasted before any repair work starts
Asset number, exact location, even a photo if possible
What's wrong? What was observed? When did it start?
Repair? Replace? Inspect? Be specific about the ask
Emergency, urgent, or scheduled? Equipment availability?
Which craft? Electrician, mechanic? How many?
List parts with numbers. In stock? When arriving?
Permits? LOTO? Hot work? PPE beyond standard?
Cooling Water Pump P-301A
Building 2, Ground Floor, East Wall
Asset #: 10-P-301A
Grinding noise from motor end bearing. Continuous, started 3 days ago. Vibration: 8.5 mm/s (baseline: 2.5)
Replace motor end bearing + check alignment
HIGH - schedule within 48h
Spare pump P-301B available
1 Mechanic, ~3 hours
SKF 6310 bearing (bin A-15) ✓
Seal kit P-301 (bin A-22) ✓
Standard PPE • LOTO required (procedure PR-045) • No permit needed
WHAT + WHEN + WHERE + HOW OFTEN + SEVERITY
Link the procedure, manual page, or drawing. If it exists, attach it.
"3rd time this year. Previous repairs were band-aids - this time replace full assembly."
Don't guess. Check similar past jobs. Wrong estimates cause scheduling problems.
For complex jobs, list tasks in order. Becomes a checklist and training tool.
Ask technicians to note actual time, actual parts, and any issues found.
If something is missing, ask before you go. It's not laziness — it's efficiency.
"WO said bearing, actual cause was loose mounting bolts." Helps planning improve.
If you used different parts than listed, update the work order. Inventory needs to know.
"Waited 30 min for forklift" or "Found new method, cut time in half" — helps everyone.
Download free Work Order Template & Job Plan Checklist
Strong work orders are the foundation of efficient maintenance