Maintenance Request

A maintenance request form is used to report a repair or maintenance issue and get it logged, prioritized, and assigned. It works for tenants, employees, and facilities teams. Download the free maintenance request form below in PDF or DOCX. No signup or email required.

What Is a Maintenance Request?

A maintenance request is a formal report that something needs fixing — a leaking faucet, a broken heater, a faulty light — submitted so the right person can schedule and carry out the repair. Putting the request in writing does two important things: it creates a dated record that the problem was reported, and it gives the maintenance team the detail they need to fix the right issue in the right place. Tenants use maintenance requests to notify a landlord or property manager; employees use them to report problems in an office or facility; and maintenance departments use them to track, prioritize, and assign every job. A written request protects everyone, because there’s no dispute later about what was reported or when.

Who Uses a Maintenance Request Form?

• Tenants reporting repairs to a landlord or property manager
• Employees flagging problems with office equipment, fixtures, or the building
• Facilities and maintenance teams logging and assigning work
• Property managers tracking requests across multiple units or sites
• Schools, hotels, and businesses managing routine upkeep and repairs

Emergency vs. Routine Requests

Not every repair is equally urgent, and a good request makes the priority clear. An emergency maintenance request involves something that threatens safety or could cause serious damage if not handled immediately — a gas leak, a burst pipe, no heat in freezing weather, a fire hazard, or a security problem like a broken lock on an exterior door. These usually need a response within hours. A routine or normal request covers issues that are inconvenient but not dangerous — a dripping tap, a squeaky door, a burned-out bulb — which can be scheduled in the normal course of work. Marking the priority correctly helps the maintenance team respond appropriately and stops genuine emergencies from sitting in a queue.

What to Include on a Maintenance Request

The clearer the request, the faster and more accurately it’s resolved. The template above captures the priority (urgent or normal), the location — room number and building — and the nature of the work required. It records who the request is requested by, their designation and department, and contact details (phone and email), plus a signature and date. The lower section is for the maintenance team: who the request was received by, the inspection or validation, who the work is assigned to and on what date, the work-order number, the materials requisition number, and who approved it.

How to Fill Out a Maintenance Request

1. Mark the priority — urgent for emergencies, normal for routine repairs.
2. Enter the location: room number and building.
3. Describe the nature of the work required clearly — what’s wrong, and where exactly.
4. Add who it’s requested by, their department, and contact details so the team can follow up.
5. Sign and date the request to confirm when it was reported.
6. Leave the lower section for the maintenance team to record inspection, assignment, work-order number, and approval.

How to Submit a Maintenance Request

If you’re a tenant or employee, submit the request the way your landlord or workplace prefers — many use a form, an email, a portal, or a drop box. Whatever the method, be specific: describe the exact problem and location, note how urgent it is, and keep a copy or confirmation for your records. The more detail you give (which faucet, which room, when it started, whether it’s getting worse), the less back-and-forth there is and the faster it gets fixed. For genuine emergencies, follow up with a phone call rather than relying on a form alone.

For Landlords and Facilities Teams

On the receiving end, a logged request is the start of a clean process: inspect or validate the issue, assign it to the right person, attach a work-order number, and record any materials needed. Responding promptly isn’t just good service — for rental housing, landlords often have a legal duty to address repairs that affect health and safety within a reasonable time, and a dated request is the record that the clock started. Keeping completed requests on file also builds a maintenance history that helps with budgeting and spotting recurring problems.

Common Mistakes to Avoid

• Vague descriptions that send the team to the wrong problem or place
• Not marking urgency, so an emergency waits in a routine queue
• Leaving out contact details, slowing down follow-up questions
• Reporting verbally with no written record of when the issue was raised
• Forgetting to keep a copy or confirmation of the request

Frequently Asked Questions

What is a maintenance request? It’s a formal report that something needs repair, submitted so the issue can be logged, prioritized, and assigned to the right person.

What is considered an emergency maintenance request? Anything that threatens safety or risks serious damage if not handled right away — a gas leak, burst pipe, no heat in freezing weather, a fire hazard, or a broken exterior lock. These need an immediate response.

How do I submit a maintenance request? Use the method your landlord or workplace prefers — a form, email, portal, or drop box. Describe the exact problem, location, and urgency, and keep a copy for your records.

How long does a landlord have to respond to a maintenance request? It varies by location and the severity of the issue. Emergencies usually require prompt action, while routine repairs are handled within a reasonable time — check your local rental rules for specifics.

How do I write a maintenance request? State the priority, the exact location, and a clear description of the problem, then add your contact details and the date. The template above includes each field.

How much does this template cost? It’s free to download in PDF and DOCX.

Related Forms

Work Order · Landlord Maintenance Request · Repair Request · Request for Landlord Repairs · Inspection Checklist

This template is provided for general informational purposes only and is not legal advice. Landlord and tenant repair obligations vary by location — check your local rules for your situation.

Related Forms

• Drug and Alcohol Testing Company
• Revocation of Power of Attorney
• Payroll Deduction Authorization
• Request To Terminate Unauthorized Service
• Credit Card Authorization Form
• Requisition Form

Browse more in Request and Authorization.