Form templates / Property Management
Maintenance Request Form
A maintenance request form has to be precise enough to send the right trade. Which property, which room, what exactly is happening, and when someone can get in.
For letting agents, property managers and landlords.
Access is why so many jobs need two visits
The contractor arrives, nobody's home, and the job goes back in the queue. That's the single most expensive failure in property maintenance and it's entirely an information problem.
So this template asks when the tenant is in, whether the contractor may enter without them, and whether there's a pet or a parking problem. Combined with the urgency question, a manager can dispatch the right trade to a time that works on the first attempt.
The same facts, every time
When each report is written differently, patterns are invisible. Consistent fields mean you can look across a month and see the thing that keeps happening, rather than a folder of prose.
Maintenance requests with the details that avoid a second visit
"The boiler's broken" sends a plumber to a locked flat. Which property, which room, what exactly is happening, when someone is in, whether there's a pet - those are what turn a report into a completed job.
A form also timestamps the report, which matters when a tenant says they told you weeks ago and nobody can find the message.
Easy enough to actually be used
A reporting process nobody follows produces no data. This one is a link that opens instantly on a phone and takes a couple of minutes, which is the only version that gets used on a busy day.
Yours to change, immediately
Nothing here is fixed. Rewrite a question, reorder them by dragging, add your brand colour, delete half of it. Save and the live form updates - there's no separate publish step and no deploy to wait for.
What this template asks
- Your name
- Email address
- Mobile number
- Property address
- What kind of issue?
- Where is it?
- Describe the problem
- A link to a photo
- When did it start?
- How urgent is it?
- Have you reported this before?
- When are you usually in?
- May a contractor enter if you're not there?
- Anything the contractor should know?
- Another number, if we can't reach you
More Property Management forms
Questions
Should tenants be able to mark something as an emergency?
Yes, but define what counts - no water, no heating in winter, a leak, no power, a security risk. Definitions next to the options stop everything being urgent.
Can this go straight to a contractor?
Notifications go to whichever addresses you choose, so it can go to both a manager and a contractor at once. The property and access details are in the email.
Can reports be submitted anonymously?
Yes, if you make the name optional. Nothing about the submitter is recorded otherwise - no IP address, no account, no tracking.
Can this go to more than one person?
Yes. Notification recipients are a list, so a report can reach a manager and a safety lead at the same time.
Can I export everything for an audit?
Yes - one click gives you a CSV of every response with its timestamp, which is usually exactly what an auditor or insurer asks for.
Can I use one form across several properties?
Yes - ask which property in a dropdown, then filter or export by it. Larger portfolios often duplicate the form per building so each has its own link.
Publish your maintenance request form today
Start from this template and change anything you like. Free to begin.