Does it assign the repair to a contractor?

No. You receive the request and arrange the repair. Forward the PDF to whoever does the work.

Why ask about entering the property?

Written permission to enter when the tenant is absent avoids misunderstandings. The rules on access differ by country, so check yours.

Can tenants send several photos?

This template has one photo field. Add more upload questions if you need them.

Housing & real estate

Maintenance request form for tenants, with photo and urgency

Repairs go faster when the first message already says what is wrong. This form asks the tenant for their name and contact details, the property address and unit, the type of problem (plumbing, electricity, heating, appliance, structure, pests or other), how urgent it is, a description, whether you may enter if they are out and an optional photo.

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Who it is for

Landlords and property managers
Housing associations and student residences
Caretakers of shared buildings

When to use it

Give the link to tenants at move-in, so that problems always arrive in the same format. The urgency scale, from can wait to emergency, helps you decide what to handle first. For real emergencies such as a gas leak or flooding, tell tenants to phone you or the emergency services directly.

What the form asks

Questions

Full name · requiredShort text
Email address · requiredEmail
Phone numberPhone
Property address and unit · requiredShort text
Type of problem · requiredDropdown
How urgent? · requiredMultiple choice
Describe the problem · requiredLong text
May we enter if you are not at home? · requiredYes / No
Photo (PNG or JPEG)Image upload

Every question can be changed, removed or reordered before you publish.

The PDF your respondents receive

Each request is a PDF with the photo, the description and the permission to enter, which is a useful record of when a problem was reported. It can be forwarded to the contractor as a work order.

First page of the sample PDF made by the Maintenance request template, filled with invented data — A sample of the PDF this template produces, filled with invented data. Your logo, colours and wording replace the sample ones.

Questions people ask

Does it assign the repair to a contractor?: No. You receive the request and arrange the repair. Forward the PDF to whoever does the work.
Why ask about entering the property?: Written permission to enter when the tenant is absent avoids misunderstandings. The rules on access differ by country, so check yours.
Can tenants send several photos?: This template has one photo field. Add more upload questions if you need them.

Start from this template

Create an account, adapt the questions and the document to your business, then share the link. Your respondents get their PDF the moment they finish.

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