PAINTING WORK ORDER TEMPLATE
PAINTING WORK ORDER
Everything the crew needs on site and nothing about price. Pre-filled with an example interior repaint.
SURFACES, PRODUCTS AND COLORS
- 1AreaSurfaceProduct and sheenColorCoats
- 2AreaSurfaceProduct and sheenColorCoats
- 3AreaSurfaceProduct and sheenColorCoats
- 4AreaSurfaceProduct and sheenColorCoats
- 5AreaSurfaceProduct and sheenColorCoats
Crew lead sign-off when complete · Date
What a painting work order does that an estimate does not
The estimate sold the job; the work order runs it. It translates the customer's scope into instructions a crew can follow without calling the office: the lockbox code, the dog in the yard, the exact product, color, sheen and coats for every surface, and the prep and protection the price assumed.
Build it from the signed estimate or contract the day the job is booked, and leave the prices off.
Estimate, work order, change order, punch list
| Document | Who reads it | What it holds | When |
|---|---|---|---|
| Estimate | Customer | Scope, price, terms | Before the sale |
| Work order | Crew | Access, surfaces, products, colors, prep | Job booked |
| Change order | Customer and crew | Added or removed work, price and time impact | During the job |
| Punch list | Customer and crew | Touch-ups left before acceptance | Final walkthrough |
| Invoice | Customer | Amount due and payment terms | Job accepted |
How to fill in the work order
- Copy the address, start time and crew size from the schedule.
- Write site access and owner notes the way a new painter would need them.
- One line per area and surface: product line, sheen, color name and code, number of coats.
- Spell out the prep the price assumed, so the crew neither skips it nor overdoes it.
- Print it for the truck or copy it into your scheduling app.
Writing prep instructions a crew can follow
Vague prep notes are where a priced job and a painted job drift apart. Write each instruction as an action on a named surface, with the product if it matters:
| Vague | Clear |
|---|---|
| Prep walls | Fill nail holes and dents, sand flush, spot-prime every patch |
| Prime as needed | Shellac-prime the water stain on the kitchen ceiling before the finish coat |
| Do the trim | Caulk baseboard tops and casing joints, degloss, two coats semi-gloss enamel |
| Protect the floors | Canvas on all floors in the work area; plastic only on carpet stairs |
| Clean up | Plates back on, hardware reinstalled, touch-up kit labelled by room for the owner |
The types of primer guide helps you name the right primer on the sheet, and the safety checklist belongs in the same job folder.
Work orders: common questions
What is the difference between a painting estimate and a work order?
The estimate is for the customer: scope, price and terms. The work order is for the crew: where to go, how to get in, which surfaces get which product, color, sheen and number of coats, and what prep and protection to do. A work order normally carries no prices.
Should the work order list paint colors by name and code?
Yes. Write the brand, the color name and its code, the sheen and the product line for every surface, or attach the owner's signed color sheet. Wrong-color and wrong-sheen mistakes almost always start with 'same as the living room' on a crew's note.
Who signs a painting work order?
The crew lead signs it when the listed work is done, which tells the office the job is ready for the owner walkthrough and punch list. Some companies also have the owner initial the color and sheen lines before work starts.