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Maintenance request form template

Let tenants report something to fix: what and where it is, photos, whether it is urgent, and whether a tradesperson may let themselves in.

16 questions · about 3 min · logic · file upload · prefill from the link

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Your name (required)

Mobile number (required)

Property address (required)

Unit, apartment or room number

What you get back

Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.

From PulseFormCreator

Subject New response to Maintenance request

Your name
Aroha Ngata
Mobile number
+61423555918
Email
aroha.ngata@example.com
Property address
18 Elm Court, Brunswick VIC 3056, Australia
Unit, apartment or room number
4
What kind of problem is it?
Plumbing

and 6 more answers

A sample email with made-up answers.
submitted_atYour nameMobile numberEmailProperty addressUnit, apartment or room number
2026-09-22T09:41:00.000ZAroha Ngata+61423555918aroha.ngata@example.com18 Elm Court, Brunswick VIC 3056, Australia4

The first 6 of 22 columns. Export to CSV or Excel, or send each response to Google Sheets, Notion, Airtable, Slack or a webhook as it arrives, all on the free plan. The answers above are made up.

What this form asks, and why

The last column shows how many of the 16 real maintenance request forms we read ask the same thing.

Question Why it is there Real forms
Your name Required Whose tenancy it is, asked on 16 of 16 forms. 16 of 16 forms
Mobile number Required The tradesperson calls it to book access. 14 of 16 forms
Email Required The tenant’s copy of a dated request. 12 of 16 forms
Property address Required Managers run many properties. Asked on 13 of 16 forms. 13 of 16 forms
Unit, apartment or room number Kept apart from the street address so you can sort by it. 5 of 16 forms
What kind of problem is it? Required Routes the job to the right trade. Only 2 of 16 forms ask; the rest leave you to sort. 2 of 16 forms
Where is it? Required No form we read asks it on its own; a few tuck “which room, which tap” into the description prompt. Asked separately, it arrives every time. Our own recommendation
Describe the problem Required Asked on 16 of 16 forms: what happens, and since when. 16 of 16 forms
Appliance make and model Only when “What kind of problem is it?” is Appliance Shown for appliances, so the right part comes on the first visit. 1 of 16 forms
Which rooms are affected? Only when “What kind of problem is it?” is Pests or Damp or mould Shown for pests and damp, which rarely stay in one room. Our own recommendation
Photos Lets you triage without a visit, yet only 1 of 16 forms offers it. 1 of 16 forms
Is this stopping you using water, heating, power or a toilet, or is it a safety risk? Required A yes ends on a screen that repeats your emergency number. Our own recommendation
If you’re not home, can we let a tradesperson in? Required Saves the call that usually delays the job. Asked on 9 of 16 forms. 9 of 16 forms
Best days and times for access Only when “If you’re not home, can we let a tradesperson in?” is No, call me to arrange Shown when they want to be home. 4 of 16 forms
Any pets at home? For the worker’s safety, and so a pet does not slip out. Asked on 1 of 16 forms. 1 of 16 forms
What kind? Only when “Any pets at home?” is Yes A dog and a goldfish need different warnings. 1 of 16 forms

What we left out

  • A signature. On 8 of 16 forms, nearly all of them paper. The entry question and the time stamp do its job.
  • An urgency scale. None of the forms has one; they send emergencies to a phone number instead. The yes or no here asks for a fact, not a rating.
  • Office and technician block. On 3 of 16 forms. Status and notes belong in an Airtable or Sheets column.

What 16 real maintenance request forms ask

In September 2026 we read 16 maintenance request forms that organisations use today (US 9, Australia 4, New Zealand 2, Canada 1) and recorded every field. This is how often each one appears. It is part of the Form Field Index.

  1. Description of the problem 16 of 16 (16 of 16 forms)
  2. Tenant’s name 16 of 16 (16 of 16 forms)
  3. Any phone or mobile number 14 of 16 (14 of 16 forms)
  4. Property address 13 of 16 (13 of 16 forms)
  5. Email address 12 of 16 (12 of 16 forms)
  6. Date of the request 10 of 16 (10 of 16 forms)
  7. Permission to enter 9 of 16 (9 of 16 forms)
  8. A signature line or e-signature 8 of 16 (8 of 16 forms)
  9. Unit or apartment number 5 of 16 (5 of 16 forms)
  10. Date beside the signature 4 of 16 (4 of 16 forms)
  11. Best times for access 4 of 16 (4 of 16 forms)
  12. Property or building 4 of 16 (4 of 16 forms)
The 16 forms we read
  1. City of Gresham Rental Housing Program · city rental housing program, US
  2. Cambridge Real Estate Services · property manager, US
  3. Kuranda Real Estate (Silverhill Pty Ltd) · real estate agency (property management), Australia
  4. Western Connecticut State University, Department of Housing and Residence Life · university housing, US
  5. Leaders Property Management Ltd · property manager, New Zealand
  6. Ray White 360 Property Management · property manager, New Zealand
  7. Westboine Park Housing Co-op Ltd. · housing co-operative, Canada
  8. Keystone Pacific Property Management · HOA management company, US
  9. Community Association Management (San Francisco Bay Area) · HOA management company, US
  10. Real Property Manager · property manager, Australia
  11. The Fair Housing Center (Toledo, Ohio) · fair housing nonprofit (tenant-side form), US
  12. Legal Aid Justice Center (Virginia) · legal aid nonprofit (tenant-side form), US
  13. My Agent Real Estate · real estate agency (property management), Australia
  14. HomeChoice Property Management · property manager, US
  15. City of Pittsburg, Kansas – Community Development & Housing (Section 8) · city housing department (Section 8), US
  16. Consumer Affairs Victoria · state regulator (statutory renter notice), Australia

How the form changes as people answer

Most people see a shorter form. These questions and screens only appear when an answer calls for them.

  1. When “What kind of problem is it?” is Appliance

    shows “Appliance make and model”

  2. When “What kind of problem is it?” is Pests or Damp or mould

    shows “Which rooms are affected?”

  3. When “If you’re not home, can we let a tradesperson in?” is No, call me to arrange

    shows “Best days and times for access”

  4. When “Any pets at home?” is Yes

    shows “What kind?”

  5. When “Is this stopping you using water, heating, power or a toilet, or is it a safety risk?” is Yes

    shows the “We have flagged this as urgent” ending

  6. At the end

    shows one of 2 thank-you screens: “Thanks, …. We have your request”, “We have flagged this as urgent”

Make it yours

  1. One QR code per building

    Add ?property=Elm Court to the link on each noticeboard, and every request is saved with its building.

  2. Track each job

    Connect Airtable or Google Sheets and add a status column: booked, fixed, closed.

  3. Tell the team at once

    Connect Slack and each request appears in your maintenance channel as it arrives.

Good practice and the law

This is general information, not legal advice. Rules differ by country and state, so check anything important where you operate.

  • Australia

    In Victoria, non-urgent repairs are due within 14 days of a written request, and urgent repairs straight away. Consumer Affairs Victoria, repairs

  • US

    In Oregon, a tenant’s written repair request lets the landlord enter for seven days; after that, 24 hours’ notice applies. ORS 90.322

  • UK

    Landlords must repair the structure, heating, hot water, gas appliances and wiring; tenants should report faults that could harm health at once. GOV.UK, private renting repairs

Questions about this template

What counts as an emergency repair?

Anything you would want a call about at 2 am: a gas smell, flooding, no power or heat, a lock-out. Put your own list and phone number in the note at the top.

Does sending the form let staff come in?

Only if the tenant says yes to the entry question. The student preset instead has residents agree that staff may enter to do the repair.

Can tenants send a video of the problem?

Uploads are photos, up to 10 MB each on the free plan. For a noise or a slow leak, ask for a video link in the description.

Can an HOA use it for common areas?

Yes. Pick “HOA or common area” above the preview: the association name, where in the community, and no entry questions.

Which form do you need?

The maintenance request form is one of the request forms. If it is not quite the job, one of these may be.

Start with the maintenance request form template

Open it in the editor, add your emergency number, and print a QR code for each building.

Use this template

Updated 22 September 2026. Evidence read September 2026 from 16 real forms.