Work Order & Contract Agreement Draft (Word)
A plain-English starting draft for giving a construction job to a contractor or sub-contractor. It covers what most small contracts leave out and later argue about: the exact scope, who supplies which materials, the schedule of rates, start and completion dates, monthly RA billing and retention, labour and safety duties, delays, variations, defects liability and how disputes are settled. Replace the [bracketed] parts and remove clauses that do not apply.
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Preview
Real view of the file with its sample data (yellow cells are where you type).
[Employer / Company Name]
[Address] · [City, State PIN] · Phone [ ] · [email]
GSTIN: [ ]
[Starting draft: replace every [bracketed] item, delete clauses that do not apply, and have the final text checked by your lawyer or adviser before signing. Delete this note.]
WORK ORDER AND CONTRACT AGREEMENT
| Work order No. | [WO/2026/001] | Date | [DD-MM-YYYY] |
| Employer | [Name, address] | Contractor | [Name, address, GSTIN, PAN] |
| Site | [Full site address] | Name of work | [e.g. Civil and structural work of G+2 residence] |
This agreement is made on [date] between [Employer name] ("the Employer") and [Contractor name] ("the Contractor"). The Employer gives and the Contractor accepts the work described below on the following terms.
1. Scope of work
• The Contractor shall carry out [describe the work: e.g. excavation, foundations, RCC frame, brickwork and plaster] as per the approved drawings, the schedule of rates below and the specifications in Annexure A.
• Work not listed in the schedule is outside the scope and will be done only on a written variation order (clause 9).
2. Materials
• Supplied by the Employer: [cement, steel, ...]. The Contractor shall store them safely, account for them in a material register and return or pay for unexplained wastage beyond [ ]%.
• Supplied by the Contractor: [all other materials, tools, shuttering, scaffolding, water for curing]. Materials shall be of the approved make and quality.
3. Schedule of rates
| Item | Description of item | Unit | Est. qty | Rate (₹) | Amount (₹) |
| 1 | [Earthwork in excavation ...] | [cum] | [ ] | [ ] | [ ] |
| 2 | [RCC M25 ...] | [cum] | [ ] | [ ] | [ ] |
Quantities are estimates. Payment shall be for the actual quantities measured jointly at the rates above. Rates are [inclusive / exclusive] of GST and include all labour, tools, transport, taxes (other than GST), overheads and profit.
4. Contract value and time
• Estimated contract value: ₹ [ ] (Rupees [ ] only) [plus GST].
• Start date: [DD-MM-YYYY]. Completion period: [ ] months from the start date, that is by [DD-MM-YYYY].
• The Contractor shall follow the work programme in Annexure B and report progress [weekly].
5. Measurement and payment
• Work shall be measured jointly and recorded in a measurement book signed by both parties.
• The Contractor may submit a running account (RA) bill every [month] for work done. The Employer shall pay within [15] days of a correct bill, after the deductions below.
• Retention money of [5]% of each bill shall be held and released after the defects liability period, against any defects found.
• Taxes, TDS and statutory deductions shall be made as required by law. Mobilisation advance, if any, of ₹ [ ] shall be recovered in [ ] equal instalments from the RA bills.
• The final bill shall be paid within [30] days of completion and joint final measurement.
6. Labour, safety and law
• The Contractor is the employer of its workers and shall pay wages not lower than the notified minimum wages, maintain attendance and wage registers, and comply with labour laws that apply (including registration and welfare contributions where required).
• The Contractor shall provide helmets, safety shoes, harnesses for work at height and other protective equipment, keep the site tidy, and not engage child labour.
• The Contractor shall take insurance for its workers [and the works] as required by law and by the Employer.
7. Quality
…
What's inside
- Work order header: number, date, employer, contractor, site and subject
- Scope of work and the materials list (who supplies what: employer or contractor)
- Schedule of rates table with item, unit, quantity, rate and amount
- Contract value, start date, completion period, defects liability period and retention
- Payment terms (RA bills on measured work), taxes and deductions, labour law compliance, safety and PPE, quality and testing
- Delays and compensation, variations and extra items, termination, disputes, acceptance and signatures with witnesses
How to use it
- Open the file in Word, Google Docs or LibreOffice and read it through once.
- Replace every [bracketed] item. Use Find (Ctrl + F) and search for "[" to jump from one to the next.
- Fill the schedule of rates from your estimate or BOQ, so that both sides agree on the unit and rate of each item before work starts.
- Delete clauses that do not apply to your job and add any special conditions under the last heading.
- Have the draft checked by your lawyer or adviser, then print two copies, sign both with two witnesses, and give one to the other party.
Tips
- Make the materials list very clear: "cement and steel by employer, everything else by contractor" avoids most billing disputes.
- Tie each RA bill to measurements in a measurement book signed by both sides; the RA Bill workbook in this toolkit does the calculation.
- Stamp duty and registration rules for agreements differ by state; ask your adviser whether the agreement needs stamp paper.
- Keep the original drawings and BOQ attached as annexures and number every page.
Questions and answers
Is this a legally complete contract?
No. It is a starting draft with common, simple clauses to save you typing. Contract law, stamp duty and labour rules differ by state and by type of work, so have the final version checked by a lawyer before signing.
What is the difference between a work order and an agreement?
A work order is a short instruction to carry out a job at agreed rates; an agreement sets out the full terms both sides sign. This draft combines them, which is common for small and medium jobs.
What is the defects liability period?
The period after completion (often 6 to 12 months) during which the contractor must repair defects at their own cost. Retention money is usually released after it ends.