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Maintenance request form template

Report a repair needed in a building, flat or office.

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How to make a maintenance request form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the maintenance request form and share it, print it or add it to your website.

About this maintenance request form

A maintenance request reports something that needs fixing in a building: a leaking tap, broken light, faulty lock, damp patch or air conditioner that won’t cool. Landlords, housing societies, offices, schools and hostels use it so every problem is logged, prioritised and followed up.

For tenants, a written request also creates a dated record that the landlord was told about the problem.

What’s on the maintenance request form

The template has 5 sections and 16 questions. Every one can be renamed, moved or deleted.

  • Your details: Name; Flat, unit or room; Phone; Email; Date
  • Problem: Area (choose one: Kitchen, Bathroom, Bedroom, Living area, Common area, Outside, Other); Type (choose one: Plumbing, Electrical, Heating or cooling, Doors and locks, Appliance, Pest, Other); Describe the problem; Urgency (choose one: Routine, Soon, Urgent)
  • Access: Maintenance staff may enter if I’m not home. (yes or no); Best times to visit; Pets at home? (yes or no)
  • Signature: Signature with date
  • Maintenance use: Assigned to; Date completed; Work done

Tips

  • Report emergencies (gas, flooding, electrical danger) by phone first, then on the form.
  • Say whether maintenance staff may enter when you’re out.
  • Keep a copy as proof of when you reported the issue.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

What counts as an emergency repair?

Anything that risks safety or serious damage: gas smells, flooding, no power, exposed wiring, broken external doors or locks. Call immediately rather than waiting for the form.

Why give permission to enter?

It lets repairs happen without waiting for you to be home. Many tenancy rules require notice before entry, so the form records your consent.

Can I put the maintenance request form on my website?

Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.

Can people fill in this maintenance request form on a phone?

Yes. Choose “Fillable PDF” and send the file. It opens in the Files or Drive app on Android, Files on iPhone, and any browser on a computer, where people can type their answers and save the result.

Can I change the questions on the maintenance request form?

Yes. Rename any question, change its answer type (short answer, tick boxes, rating, table and more), move it, or delete it. You can also add whole new sections.

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