Buyer checklist
What to put in an onsite IT work order (checklist)
A copy-ready checklist for onsite IT work orders: site, scope, equipment, access, contacts, schedule, qualifications and the completion evidence you need.
Reviewed by the OnSiteO operations team · Updated October 28, 2026
Direct answer
What you need to know
A good onsite IT work order answers what, where, when and how you will know it is done. Include the site address and access rules, the exact task and equipment, who supplies materials, the time window, a site contact, any required qualifications, and the photos, tests and sign-off that prove completion.
Site and access
- Business name, full address, suite or floor
- Opening hours and the window when work is allowed
- Parking, loading door, freight elevator and van height limits
- Check-in desk, badging, escort or safety orientation
- Areas that are off limits
Scope and equipment
- The exact task, in one or two sentences
- Device makes, models, serial numbers if needed, and quantities
- Locations of each device, drop or rack (attach a floor plan if you have one)
- Who supplies hardware, cable, mounts and consumables
- Ladders, lifts or special tools the job needs
Schedule and contacts
- Preferred date and arrival window
- Site contact who can open doors and answer questions
- Remote contact for configuration or testing
- How changes to the scope get approved
Qualifications and safety
- Skills or certifications the job needs
- A license, if your state or city requires one for this work
- How many people the job needs
- Site safety rules, such as hard hats or hot-work limits
Completion evidence
- Before and after photos of the work areas
- Test results, labels or device IDs where they apply
- Notes on anything unfinished or found during the visit
- Who reviews and signs off
Keep out of the work order
Never put passwords, door codes, customer records or payment card data in a work order. Share access details through your approved channel at the time of the visit.
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Questions
Straight answers
How detailed should an IT work order be?
Detailed enough that a technician who has never seen the site can arrive with the right tools and know when the job is done. Quantities, models and access rules matter most.
Should I include passwords in the work order?
No. Keep passwords, door codes and customer data out of the work order. Share them through your approved channel during the visit.
What if the scope changes on site?
Agree in advance how changes are approved. The technician should describe the change and wait for your approval before doing extra work.
Can I use one work order for several sites?
Yes. Keep the scope the same and add each site with its own address, access details, contact and time window, so every site gets its own check-in and sign-off.
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