Work Order Builder
OPEN SAMPLE Turns your job notes into a complete, ready-to-print work order. Use it before you send a crew to a job so every tech has the same clear instructions and the paperwork trail starts clean.
YOUR NAME OR COMPANY NAME ·TRADE TYPE ·CUSTOMER NAME ·JOB SITE ADDRESS ·SCHEDULED DATE ·JOB SCOPE NOTES ·LABOR AND MATERIAL LIST ·SPECIAL INSTRUCTIONS ·WORK ORDER NUMBER
## Context
You help tradespeople produce clean field documents. I am [YOUR NAME OR COMPANY NAME], a [TRADE TYPE] contractor. I need a work order for [CUSTOMER NAME] at [JOB SITE ADDRESS]. The job is scheduled for [SCHEDULED DATE]. My raw notes about the scope:
[JOB SCOPE NOTES]
Labor and materials I plan to use, with prices from my own estimates:
[LABOR AND MATERIAL LIST]
Any special instructions, access details, or hazards:
[SPECIAL INSTRUCTIONS]
## Task
Build a complete work order with these sections:
1. Header: company name, customer name, job site address, work order number (use [WORK ORDER NUMBER]), scheduled date, assigned tech or crew.
2. Scope of work: clear numbered steps drawn from my notes. Plain language. Nothing added that I did not mention.
3. Materials list: item, quantity, unit, unit price, and line total. Do not invent quantities or prices.
4. Labor: hours and rate as I provided, with a total.
5. Estimated job total: sum of materials and labor. Show the math.
6. Special instructions and site notes.
7. Authorization line: space for customer signature, printed name, and date.
## Standards
- Use only the numbers I provided. Never invent quantities, prices, or hours.
- If a field is missing, insert a placeholder in brackets rather than guessing: for example, [UNIT PRICE TBD].
- Scope steps must be numbered and specific. No vague phrases like "install as needed."
- Professional but plain. No filler sentences.
- This document is not a contract or a legally binding agreement. Do not add legal language.
- Prices, measurements, and code requirements must come from my own takeoff, supplier quotes, and the locally adopted code, not from you.
If any required input is missing or ambiguous, ask me before drafting.
BEFORE YOU RUN IT
- Customer name, job site address, and scheduled date confirmed
- Scope notes written in your own words, covering every task you expect the crew to complete
- Labor and material list with quantities, units, and prices from your own takeoff and supplier quotes, not from memory or AI
- Work order number from your own numbering system
- Special instructions: access codes, hazards, permit numbers, inspection hold points
- Privacy: keep customer payment details and personal information out of the prompt
VERIFY BEFORE IT LEAVES YOUR HANDS
- Recompute every line total and the job total yourself before handing the document to anyone
- Compare scope steps to your original notes and confirm nothing was added, dropped, or changed
- Verify quantities and unit prices against your takeoff and supplier quotes, not the AI output
- Check that no prices, measurements, or code references were invented by the AI
- Confirm the authorization line includes a place for customer signature before the job begins
- Review special instructions and hazard notes to make sure nothing critical was omitted
Sample output
Sample output. Generated by AI from sample inputs:
RIDGELINE ELECTRIC LLC
Work Order #WO-2024-041
Customer: Maria Delgado
Job Site: 4812 Creston Ave, Hartwell, GA 30643
Scheduled Date: September 14, 2024
Assigned Tech: T. Okafor
---
SCOPE OF WORK
1. Replace failed 200A main breaker in existing panel (Square D QO).
2. Pull and install new 30A dedicated circuit, 10 AWG copper, for laundry room dryer.
3. Install one NEMA 14-30R outlet at dryer location.
4. Label new breaker and update panel directory.
5. Test all work before leaving site.
MATERIALS
| Item | Qty | Unit | Unit Price | Total |
|---|---|---|---|---|
| Square D QO 200A main breaker | 1 | ea | $148.00 | $148.00 |
| 10 AWG copper wire | 40 | ft | $1.20 | $48.00 |
| NEMA 14-30R outlet | 1 | ea | $22.00 | $22.00 |
| Conduit, connectors, misc | 1 | lot | $18.00 | $18.00 |
| Materials subtotal | | | | $236.00 |
LABOR
| Description | Hours | Rate | Total |
|---|---|---|---|
| Electrical tech | 3.0 | $95.00/hr | $285.00 |
ESTIMATED JOB TOTAL
Materials: $236.00
Labor: $285.00
Total: $521.00
Note: Prices above are from contractor takeoff and supplier quote dated 09/10/2024. Final invoice may vary if scope changes.
---
SPECIAL INSTRUCTIONS
- Panel is in the garage. Customer leaves side gate unlocked by 8 a.m.
- Permit #E2024-3371 posted at panel. Call for inspection before cover.
- Customer allergic to pet dander; two dogs are kenneled during work.
---
AUTHORIZATION
By signing below, the customer authorizes Ridgeline Electric LLC to perform the scope of work above.
Customer signature: _________________________ Date: ___________
Printed name: _________________________
CUSTOMIZATION Add a tax line if your state or locality requires sales tax on materials. For commercial jobs, add a purchase order number field in the header. Solo contractors can remove the assigned tech line. For service calls where scope is unknown in advance, leave scope as a single line reading "diagnose and repair [SYSTEM]" and build a fuller work order once the diagnosis is done.
Drafts a clear, professional RFI to a general contractor or architect when you need a specification clarified before proceeding. Use it whenever missing or conflicting information on the drawings or specs would force a rework or a guess.
PROJECT NAME AND NUMBER ·RECIPIENT ·SPEC OR DRAWING REFERENCE ·ISSUE DESCRIPTION ·QUESTION ·SCHEDULE IMPACT ·RESPONSE DATE NEEDED ·COMPANY NAME AND RFI NUMBER
## Context
You are helping a trade subcontractor write a Request for Information (RFI) to the general contractor or architect of record on a construction project. The RFI must be clear enough that someone who has not walked the job can understand the conflict or gap, evaluate the question, and give a binding answer. Vague RFIs come back unanswered or dismissed.
Project name and number: [PROJECT NAME AND NUMBER]
Recipient (GC or architect, contact name): [RECIPIENT]
Spec section or drawing reference with the conflict or gap: [SPEC OR DRAWING REFERENCE]
Description of the issue in plain terms: [ISSUE DESCRIPTION]
What you need to know to proceed: [QUESTION]
Impact if not answered by a specific date: [SCHEDULE IMPACT]
Requested response date: [RESPONSE DATE NEEDED]
Your company name and RFI number: [COMPANY NAME AND RFI NUMBER]
## Task
Draft a single RFI document with these sections: Project and RFI identification, Issue description, Question, Schedule impact, and Response requested by date.
## Standards
- Lead with the spec section or drawing number. Do not make the reader hunt for the reference.
- State the issue in two to four sentences: what the drawings or specs say, what conflicts or is missing, and where on the project this affects the work.
- The question must be one specific, answerable question. If there are two distinct questions, say so and number them.
- No blame language. State facts only.
- Keep the tone professional and neutral. This document becomes part of the project record.
- Do not invent material specifications, dimensions, code citations, or design intent. State only what the drawings and specs say, and what they leave unclear.
- Under 300 words.
- Do not promise a schedule outcome or claim a cost impact unless [SCHEDULE IMPACT] states one.
If [ISSUE DESCRIPTION] or [QUESTION] is missing or unclear, ask before drafting.
BEFORE YOU RUN IT
- The exact spec section number, drawing sheet, and detail reference where the conflict or gap appears
- A plain-language description of the conflict written before you open the prompt, so you are not describing it cold to an AI
- The specific question you need answered, reduced to one sentence if possible
- The date your crew hits the affected scope and the consequence of missing it (delay, rework, idle crew)
- All prices, dimensions, material specifications, and code requirements come from your drawings, specs, and the locally adopted code. Do not let the AI supply these.
- Keep customer payment details, subcontract values, and any legal dispute language out of the RFI
VERIFY BEFORE IT LEAVES YOUR HANDS
- Spec section or drawing reference is exact: sheet number, detail bubble, and spec section number all checked against the actual documents
- The question as written is something the recipient can actually answer with a yes, no, or a specific value. Reread it as if you are the GC receiving it.
- No material specs, dimensions, or design values appear in the RFI that you did not supply. Invented dimensions in a formal project record create liability.
- Schedule impact date is a real date from your schedule, not an estimate the AI made up
- The RFI number follows your company numbering sequence and matches your RFI log
- No accusatory language toward the GC, architect, or another trade. Neutral record only.
- Response date gives the recipient realistic time but protects your schedule. Check your actual crew start date before setting it.
Sample output
Sample output. Generated by AI from sample inputs:
RFI No.: RE-047
Project: Millbrook Senior Living Center, Contract No. MH-2024-14
Date: June 13, 2026
From: Ridgeline Electric, LLC
To: Summit General Contracting, Attn: Marcus Webb, Project Manager
Spec / Drawing Reference: E-201 (Panel Schedule), E-300 (Riser Diagram), Spec Section 16120
Issue Description
Drawing E-201 shows Panel LP-3 fed by a 3/0 AWG copper feeder from MDP with a 200A breaker. Drawing E-300 shows the same feeder as 2/0 AWG copper. Spec Section 16120, paragraph 2.4, references neither conductor size and defers to the drawings. The two drawings are in direct conflict. The panel is scheduled for rough-in the week of June 28, and conduit must be set before concrete placement on June 30.
Question
Which conductor size governs the LP-3 feeder: 3/0 AWG per E-201 or 2/0 AWG per E-300?
Schedule Impact
Conduit fill must be confirmed before June 28 rough-in. A response after June 25 risks delaying the June 30 concrete pour.
Response requested by: June 25, 2026
Please confirm which drawing controls or issue an ASI if a revision is required.
CUSTOMIZATION For commercial and municipal work, add your contract RFI clause number and the required turnaround time from the contract to the response-requested line. Residential remodels rarely use formal RFIs, but the same structure works as a written clarification email that creates a record. If your GC requires RFIs submitted through a project management platform (Procore, Autodesk Build), use this draft to fill the fields rather than sending it as a standalone document.
Generates a complete closeout document checklist for a finished project so nothing is missed before the final application for payment is submitted. Use it at the start of closeout, not the day before final billing.
PROJECT NAME AND NUMBER ·CONTRACT TYPE ·RECIPIENT ·TRADE ·CONTRACTUAL REQUIREMENTS ·SPECIAL REQUIREMENTS ·SUBSTANTIAL COMPLETION DATE
## Context
You are helping a trade subcontractor assemble a job closeout package. Closeout is the most common reason final payment is delayed. The GC or owner will not release retainage until every document on their closeout list is received, approved, and logged. This checklist is built from the project's contractual requirements and trade-specific standard items, then tracked to completion.
Project name and number: [PROJECT NAME AND NUMBER]
Contract type (lump sum, unit price, T&M): [CONTRACT TYPE]
Owner or GC receiving the closeout package: [RECIPIENT]
Your trade (electrical, HVAC, plumbing, etc.): [TRADE]
Contractual closeout requirements (from your subcontract or the project specification): [CONTRACTUAL REQUIREMENTS]
Known special requirements (LEED, prevailing wage, commissioning, attic stock): [SPECIAL REQUIREMENTS]
Substantial completion date: [SUBSTANTIAL COMPLETION DATE]
## Task
Produce a closeout checklist organized into categories. Each item has three columns: Document or Item, Responsible Party, and Status (Not Started / In Progress / Complete / Submitted). After the checklist, write a short paragraph on the order to complete items so the sequence is logical and does not create bottlenecks.
## Standards
- Checklist categories: Liens and Legal, Warranties, Operations and Maintenance, As-Builts, Permits and Inspections, Attic Stock and Spare Parts, Testing and Commissioning, Final Accounting.
- Do not invent contractual requirements. Base the list on [CONTRACTUAL REQUIREMENTS] and [TRADE], adding standard trade practice items appropriate for [TRADE]. Flag with [CONFIRM] any item that is standard practice but not confirmed as required by [CONTRACTUAL REQUIREMENTS].
- Every item should be specific enough to assign and check off. "O&M Manuals" is not specific enough. "O&M manual, panel MDP-1A, Square D, in electronic and hard copy" is.
- If [CONTRACTUAL REQUIREMENTS] is blank, build the list from standard trade practice and mark every item [CONFIRM with GC].
- Do not promise a final payment timeline. That depends on contract terms and the GC's process.
If [SUBSTANTIAL COMPLETION DATE] or [TRADE] is missing, ask before drafting.
BEFORE YOU RUN IT
- Your subcontract or the project specification closeout section, open and in hand before you build this list
- The GC or owner's closeout checklist if they issued one, because their list supersedes a generic one
- Your submittal log, showing every submittal sent, so you can confirm O&M manuals and shop drawings were approved
- Your punch list status, because open punch list items block closeout even when documents are complete
- All contractual requirements come from your actual subcontract and project specification, not from the AI
- Keep customer payment amounts, lien waiver dollar figures, and individual payroll records out of the checklist itself
VERIFY BEFORE IT LEAVES YOUR HANDS
- Every item marked [CONFIRM] or [CONFIRM with GC] is actually confirmed before you submit the checklist as your working document
- Lien and legal items match your jurisdiction's lien law requirements, not a generic list. Lien waiver forms and deadlines are jurisdiction-specific.
- Warranty periods and documents match the actual manufacturer documents in your possession, not what you expect to receive
- As-built drawings are complete and reviewed before they go in the package. An incomplete as-built submitted as complete causes retainage holds.
- Permit final inspection and certificate of occupancy status confirmed with the AHJ, not assumed from your inspection request
- Attic stock quantities match the specification requirement. Confirm the spec section number before pulling materials.
- Sequence paragraph reviewed against the actual GC closeout process. What they need first may differ from generic practice.
Sample output
Sample output. Generated by AI from sample inputs:
JOB CLOSEOUT CHECKLIST
Project: Millbrook Senior Living Center | Contract No. MH-2024-14
Contractor: Ridgeline Electric, LLC | Trade: Electrical
Recipient: Summit General Contracting, Attn: Marcus Webb
Substantial Completion Date: June 1, 2026
Liens and Legal
| Document or Item | Responsible | Status |
|---|---|---|
| Conditional lien waiver through Pay App 12 | Ridgeline accounting | Complete |
| Final unconditional lien waiver (upon final payment receipt) | Ridgeline accounting | Not Started |
| Lien waivers from electrical material supplier (Graybar) [CONFIRM] | Dana Kowalski | In Progress |
| Subcontractor final affidavit per contract Section 9.6 | Ridgeline PM | Not Started |
Warranties
| Document or Item | Responsible | Status |
|---|---|---|
| Ridgeline Electric workmanship warranty letter, 1-year from 6/1/2026 | Dana Kowalski | In Progress |
| Manufacturer warranty, Panel MDP-1A, Square D, 18 months from shipment | Dana Kowalski | Not Started |
| Manufacturer warranty, LED fixtures (48 units), Lithonia, 5 years | Dana Kowalski | Not Started |
| Manufacturer warranty, FACP-1, Simplex Grinnell, 2 years | Apex Fire (coordinate) | Not Started |
Operations and Maintenance
| Document or Item | Responsible | Status |
|---|---|---|
| O&M manual, Panel MDP-1A (Square D), electronic and hard copy | Dana Kowalski | In Progress |
| O&M manual, LED fixture driver (Lithonia), electronic | Dana Kowalski | Not Started |
| O&M manual, FACP-1 (Simplex Grinnell), electronic and hard copy [CONFIRM with GC] | Apex Fire (coordinate) | Not Started |
As-Builts
| Document or Item | Responsible | Status |
|---|---|---|
| Marked-up electrical drawings (E-series), all sheets, reviewed and signed | Joe Morano / Dana Kowalski | In Progress |
| As-built drawing set in electronic format (PDF) | Dana Kowalski | Not Started |
Permits and Inspections
| Document or Item | Responsible | Status |
|---|---|---|
| Electrical final inspection, City of Millbrook, Certificate of Inspection | Dana Kowalski | Not Started |
| Fire alarm acceptance test documentation, AHJ sign-off | Apex Fire (coordinate) | Not Started |
Attic Stock and Spare Parts
| Document or Item | Responsible | Status |
|---|---|---|
| Spare LED driver modules, qty 4, per Spec Section 16500 [CONFIRM quantity] | Dana Kowalski | Not Started |
| Spare breakers per panel schedule attic stock requirement [CONFIRM with GC] | Dana Kowalski | Not Started |
Testing and Commissioning
| Document or Item | Responsible | Status |
|---|---|---|
| Megger test results, feeder conductors, signed | Joe Morano | Complete |
| Panel directory, typed and installed | Joe Morano | In Progress |
Final Accounting
| Document or Item | Responsible | Status |
|---|---|---|
| Final pay application cover sheet and schedule of values | Dana Kowalski | Not Started |
| Certified payroll records through substantial completion, if required [CONFIRM] | Ridgeline accounting | Not Started |
Sequence
Start with permits and inspections: the electrical final inspection must be closed before the GC can pursue the certificate of occupancy, and holding that up stops everyone. Run as-builts and O&M manuals in parallel while inspection is pending. Lien waivers from the material supplier take time to collect; start that request immediately. Submit the full package to the GC together rather than in pieces. Hold the final unconditional lien waiver until final payment is received and cleared.
CUSTOMIZATION On public works or Davis-Bacon projects, add certified payroll submission through final completion to the Final Accounting section. LEED projects require additional documentation including product submittals with environmental data and commissioning reports. If the GC issued their own closeout checklist at contract award, use that as the primary list and add your trade-specific items behind it.