Maintenance Request Form Template

What is a maintenance request form?

A maintenance request form is how a tenant reports a repair problem to a landlord or property manager in writing. It records what is wrong, where it is, how urgent it is, and whether someone may enter the unit to fix it. A written request protects both sides: the tenant has proof the problem was reported, and the landlord has a dated record of when they learned about it and what was done next.

How to fill out this form

1. Tenant and property details. Name, phone number, unit, and full address, so the request reaches the right property and the right person.
2. Priority. Choose Emergency for anything that threatens safety or is causing active damage, such as a gas smell, flooding, no heat in freezing weather, or a door that will not lock. Choose Urgent for problems that affect daily living, such as a broken refrigerator. Everything else is Normal or Low.
3. Category and location. Plumbing, electrical, HVAC, or appliance, plus the exact room. This helps the landlord send the right repair person the first time.
4. Description. What happened, when it started, and whether it has happened before. Photos help a lot.
5. Entry permission. Tick the box if maintenance staff may enter when you are not home, and note the best time to visit.

Tips for landlords

Respond quickly, even when the repair itself takes longer. Acknowledging a request within a few hours and fixing emergencies the same day keeps tenants satisfied and stops small leaks from turning into large repair bills.

• Keep every request on file with the date received, who was assigned, and the date it was completed.
• Give tenants notice before entering a unit for a non-emergency repair. Many states require advance notice, commonly 24 hours or more.
• Watch for repeat problems. The same issue in the same unit usually means it is time to replace rather than repair.

Frequently asked questions

What counts as an emergency repair?

Anything that puts people or the property at immediate risk: fire, gas leaks, flooding, sewage backups, electrical hazards, no heat in freezing weather, or a door or window that will not lock. If anyone is in danger, call emergency services first.

Can tenants submit maintenance requests online?

Yes. A tenant portal time-stamps every request and lets tenants attach photos. See Submitting a Maintenance Request for the tenant side and Managing Maintenance Requests for how landlords handle them.

How long does a landlord have to make repairs?

It depends on the state and the type of repair. Problems that make a home unsafe or unlivable usually must be fixed quickly, while minor repairs allow more time. Check your state’s landlord-tenant law and your lease.

Keep a full repair record with work orders and review costs over time in Maintenance History & Reporting.