Maintenance request form template

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

Use this template

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Your name (required)

Mobile number (required)

Email (required)

Property address (required)

Street address (required)

Apt, suite, unit (optional)

City (required)

State (optional)

ZIP code

Unit, apartment or room number

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

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Unlimited responses on Free

Print it as a PDF Word version

Change the questions in Word, then print.

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: +17205550118
Email: aroha.ngata@example.com
Property address: 18 Elm Court, Denver CO 80203, United States
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_at	Your name	Mobile number	Email	Property address	Unit, apartment or room number
23 Sep 2026 09:41	Aroha Ngata	+17205550118	aroha.ngata@example.com	18 Elm Court, Denver CO 80203, United States	4

Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.

What happens after someone submits

Set it up once in the Workflows tab, and urgent faults reach the right person first.

Submitted
A request comes in

AI triage adds a one-line summary and a P1 to P3 priority, so a leak is read before a squeaky door.
It is marked P1 Pro

It is assigned to your on-call technician, who gets an email with a link to the request.
The job is booked

Reply from the response with the day and time, and their answer comes back into the same thread.

Set this up when you use the template

What this form asks, and why

A maintenance request form should say who is reporting it and how to reach them, where the problem is down to the room, what is wrong and since when, and whether it is urgent. In a home, it also asks whether someone may go in when nobody is there.

The last column shows how often real maintenance request forms ask for it.

Question	Why it is there	Real forms
Your name Required	Who reported it, asked on 16 of 16 forms.	16 of 16 forms
Mobile number Required	The technician calls it to book access.	14 of 16 forms
Email Required	Their 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 technician. Only 2 of 16 forms ask; the rest leave you to sort.	2 of 16 forms
Where is it? Required	Asked on its own, 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 “Moisture or mold”	Shown for pests and moisture, 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 from 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 technician 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 technician 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.
Office and technician block on screen. On 3 of 16 forms. Whoever reports it cannot fill it, so a completion box prints on the PDF only.

What 16 real maintenance request forms ask

How many include each field, from forms organizations use today. Part of the Form Field Index.

Description of the problem 16 of 16
Tenant’s name 16 of 16
Any phone or mobile number 14 of 16
Property address 13 of 16
Email address 12 of 16
Date of the request 10 of 16
Permission to enter 9 of 16
A signature line or signature field 8 of 16

Read September 2026 · US 9, Australia 4, New Zealand 2, Canada 1 · Sources

City of Gresham Rental Housing Program · city rental housing program, US
Cambridge Real Estate Services · property manager, US
Kuranda Real Estate (Silverhill Pty Ltd) · real estate agency (property management), Australia
Western Connecticut State University, Department of Housing and Residence Life · university housing, US
Leaders Property Management Ltd · property manager, New Zealand
Ray White 360 Property Management · property manager, New Zealand
Westboine Park Housing Co-op Ltd. · housing co-operative, Canada
Keystone Pacific Property Management · HOA management company, US
Community Association Management (San Francisco Bay Area) · HOA management company, US
Real Property Manager · property manager, Australia
The Fair Housing Center (Toledo, Ohio) · fair housing nonprofit (tenant-side form), US
Legal Aid Justice Center (Virginia) · legal aid nonprofit (tenant-side form), US
My Agent Real Estate · real estate agency (property management), Australia
HomeChoice Property Management · property manager, US
City of Pittsburg, Kansas – Community Development & Housing (Section 8) · city housing department (Section 8), US
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.

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

shows “Appliance make and model”
When “What kind of problem is it?” is “Pests” or “Moisture or mold”

shows “Which rooms are affected?”
When “If you’re not home, can we let a technician in?” is “No, call me to arrange”

shows “Best days and times for access”
When “Any pets at home?” is Yes

shows “What kind?”
When “Is this stopping you from using water, heating, power or a toilet, or is it a safety risk?” is Yes

shows the “We have flagged this as urgent” ending

Make it yours

One QR code per building

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

Send responses to Airtable or Google Sheets from the Workflows tab, and add a status column: booked, fixed, closed.
Post each request to Slack

Add Slack in the Workflows tab 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 lockout. Put your own list and phone number in the note at the top.

Does it work for an office, school or campus?

Pick “Workplace or campus” above the preview: department, building, room and asset tag, with no entry or pet questions. Urgent faults still end on your emergency number.

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 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?

Not quite the job? One of these may fit, or browse all request forms.

Service call request form
When a customer books a paid job at their place, or staff ask IT for help, rather than reporting a fault.
Rental inspection checklist
For the condition of each room at the start or end of a lease.
Workplace incident report
When someone was hurt or nearly hurt, not just something broken.

Start with the maintenance request form template

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