Real Estate

Maintenance Request Form Template

A maintenance request form is a form that lets tenants report a repair with their unit number, the problem area, how urgent it is, photos and permission to enter so a landlord or property manager can send the right person quickly. This template separates emergencies like leaks and no heat from routine fixes and records entry permission in writing.

Use this template — freeTry it first
12 questions
One page
~3 min
To fill in
Card layout
Mobile-ready
Free
No credit card
Maintenance Request form beside a photo of a man fixing a ceiling light with a toolbox nearby

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Photo by MART PRODUCTION on Pexels

Who it's for

Landlords, property management companies, HOAs, student housing and apartment communities, and building superintendents.

  • A repair link in the tenant welcome pack and lease email
  • A QR code in the lobby, laundry room or each unit
  • Student housing teams handling move-in repair lists
  • HOAs collecting common-area maintenance reports

What this template asks

Every question can be changed, removed or reordered once it's yours.

  1. Full name*

    Short text

  2. Phone*

    Phone number

  3. Email*

    Email

  4. Property address*

    Short text

  5. Unit or apartment number*

    Short text

  6. What area is the problem in?*

    Dropdown

    • Plumbing - leak, toilet, drain
    • Heating or air conditioning
    • Electrical or lighting
    • Kitchen appliance
    • Doors, windows or locks
    • Walls, floors or ceiling
    • Pests
    • Laundry
    • Common area
    • Other

  7. How urgent is it?*

    Multiple choice

    • Emergency - risk to safety or property
    • Urgent - affects daily living
    • Routine - can wait a few days

  8. Describe the problem*

    Long text

  9. Photos or video of the problem

    File upload

    Optional. Up to 4 files

  10. May we enter if you are not home?*

    Multiple choice

    • Yes, you may enter
    • No, I want to be present

  11. Are there pets in the unit?*

    Multiple choice

    • No
    • Yes - they will be secured
    • Yes - please call first

  12. Best days and times for access

    Short text

    Optional

Tips for more responses

  1. 1

    Print a QR code on a sticker inside each unit's kitchen cabinet so tenants never have to hunt for the link.

  2. 2

    Turn on the respondent email copy so tenants have a dated record of every request they submit.

  3. 3

    Edit responses to log the vendor, visit date and completion; the edit history gives you a repair trail for each unit.

Questions

What should a maintenance request form include?

The tenant's name and contact details, the property address and unit number, the area and type of problem, how urgent it is, a description, photos, whether the tenant gives permission to enter when they are out, pets on site and the best times for access.

What counts as an emergency maintenance request?

Problems that put people or the property at immediate risk: a gas smell, flooding or a burst pipe, no heat in freezing weather, a total power loss, a broken exterior lock or sewage backup. Tenants should also call the emergency line for these rather than only filling in a form.

How long does a landlord have to make repairs?

It depends on where the property is and how serious the problem is. Many places require urgent repairs within a day or a few days and other repairs within a reasonable time, often around 30 days. Check your local landlord-tenant rules.

Does a landlord need permission to enter for repairs?

Most places require reasonable notice before entering, except in emergencies, and the required notice period varies. Asking tenants for written permission to enter on the form makes the visit easier to arrange; check your local rules and lease terms.

Is this maintenance request template free?

Yes. Copy it into a free Dculus Forms account, change anything you like and start collecting responses. No credit card is needed.

Can I change the questions?

Yes. Your copy opens in the form builder, where you can add, remove and reorder questions, change the layout and add your own branding.

Where do the responses go?

Responses arrive in your Dculus Forms workspace. You can export them to Excel or CSV, send them to Google Sheets or a webhook, and get email notifications.

Can I host it myself?

Yes. Dculus Forms is open source (GPLv3), so you can run it on your own servers and keep every response in your own database.

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