Form templates / Property Management
Vendor Application Form
A vendor application form builds the contractor list a property manager actually calls. Trades covered, insurance, response times, and whether they'll work out of hours.
For letting agents, property managers and landlords.
Response time is why you keep a list
A property manager's contractor list is not a directory - it's a rota of people who answer the phone. The best-priced plumber who can't come for a week is no use for a leak, and the list needs to record who is which.
So this template asks about emergency response and out-of-hours availability alongside rates and insurance. It also asks whether the contractor is happy dealing directly with tenants, which is a genuine skill and not everyone has it.
The same questions, in the same order, every time
Applications that arrive as emails and attachments are impossible to compare - one has the dates, another has the budget, none of them have both. You end up rebuilding each one by hand before you can make a decision.
A single form fixes that at the source: every application has the same fields, so reviewing is reading a table rather than reconstructing one.
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.
One link, and a written record
Share one link and every application lands in one place, timestamped, in the applicant's own words - which is exactly what you want if a decision is ever questioned.
One minute to make it your own
Every label, option and placeholder on this template is editable, and you can add whatever this template doesn't ask. Save to publish, share the link, and export the responses whenever you need them in a spreadsheet.
What this template asks
- Company or trading name
- Main contact
- Email address
- Phone number
- Out-of-hours number
- Business type
- Company registration number
- Which trades do you cover?
- How many people could you put on a job?
- Which areas do you cover?
- How quickly could you attend an emergency?
- And a routine job?
- When do you work?
- Are you happy to arrange access directly with tenants?
- Call-out charge
- Hourly rate
- Out-of-hours uplift
- Payment terms you'd expect
- Public liability insurer and cover level
- Public liability expiry date
- Employer's liability insurance
- Which do you hold?
- Registration numbers and expiry dates
- Reference - company, contact and email
- The information above is accurate and I'll notify you of any change to insurance or accreditation
More Property Management forms
Questions
What insurance should we require?
Public liability as a minimum, with the level and expiry date, plus employer's liability if they have staff. Gas and electrical work need scheme registration too.
Should we ask about tenant interaction?
Yes - contractors who communicate well with tenants save a property manager hours. It's the least measurable and most valuable thing on the list.
Can applicants attach a CV or document?
Not yet - file uploads are on the roadmap. Most people ask for a link (to a portfolio, a CV in cloud storage, or a profile) which works today and keeps the form fast.
Can I close applications on a deadline?
Yes. Close the form and anyone with the link sees a short closed page instead of the questions, so nobody fills in an application that can't be considered.
Can more than one person review them?
Yes - invite your team into the same account and they'll see the same responses. You can also export to a spreadsheet and score them wherever you like.
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 vendor application form today
Start from this template and change anything you like. Free to begin.