Tenant Maintenance Request Form
A tenant maintenance request form is written for someone standing in a bathroom with water on the floor. Short, specific, and clear about what counts as an emergency.
For estate agents, realtors, brokers and property teams.
Define emergency, or everything is one
Tenants aren't exaggerating when they mark a broken shower as urgent - it is, to them. But if a form treats it the same as a burst pipe, the queue stops being usable and the actual emergency waits.
So this template defines each urgency level in plain terms next to the option: no water, no heating in winter, a leak, no power, a security risk. Tenants self-select accurately when they can see what the levels mean - and the form tells them to phone for the top one.
Get the details while they're fresh
Reports made verbally get shorter with every retelling, and the detail that mattered is the first thing lost. A form asked at the time captures what happened, when, and who was there - in the words of the person who saw it.
Buyers, sellers and viewings all need different questions
A buyer needs budget, area and timing; a seller needs an address and a reason for moving; a viewing needs a date and a phone number. One "contact us" box serves none of them well.
Purpose-built forms get you a lead you can act on the same hour - which in a market where speed decides the instruction is the whole game.
Ask what has to be asked
Required fields for the facts that make a report usable, optional ones for everything else - so you're never left with a report that can't be acted on.
Make it yours in a minute
Change the wording, drop the questions you don't need, add the ones you do, put your own colour on it. Saving publishes it, and you get a link to paste into your website, your email signature or a message. Responses land in your dashboard and download as a spreadsheet whenever you want them.
What this template asks
- Your name
- Email address
- Mobile number
- Property address, including flat number
- What's the problem with?
- Where in the property?
- What's happening?
- Photos of the problem
- How urgent is it?
- Have you reported this before?
- When are you in?
- May a contractor come in when you're not there?
- Anything the contractor should know?
- Another number we could try
More Real Estate forms
Questions
Who is responsible for what?
Put a line in the introduction linking to your repairs policy. A lot of requests are for things the tenant is responsible for, and most people would rather know before they wait a week.
Can tenants send photos?
Yes - add a file question and tenants can attach up to three photos, 20 MB each. A photo of a leak or a damp patch saves a diagnostic visit, so it's worth prompting for.
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 put this on a property listing?
Yes - the form has its own link, so it can sit behind an enquiry button on a listing, in a portal message or in a QR code on a board. Add a tracking parameter to the link and you'll know which listing it came from.
Publish your tenant maintenance request form today
Start from this template and change anything you like. Free to begin.