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Maintenance Request Form

I. Requester Information

Full Name:

Phone Number:

Email:

Building/Location:

Apartment/Room/Unit Number:

II. Problem/Issue Details

 

Subject/Title of Request:

Description of the Problem: (Please be as detailed as possible)

 

Location of the Problem:

Type of Problem:

Urgent/Emergency

Non-Urgent

When did the problem start?

Has the problem occurred before?

When?

Are there any specific safety concerns related to this issue?

Please describe.

 

Please provide any photos or videos of the issue if possible.

 


Choose a file or drop it here
 


Choose a file or drop it here
 

What type of maintenance is required?

III. Access Information

 

Are you available to provide access to your unit/area?

 

Preferred Dates and Times:

Date

Time

A
B
1
 
 
2
 
 
3
 
 
4
 
 
5
 
 
6
 
 
7
 
 
8
 
 
9
 
 
10
 
 
 

Are there any special instructions for accessing your unit/area, and what are they? (e.g., Specific entry point, pet information)

 

Do you authorize maintenance staff to enter your unit/area if you are not present?

 

Form Template Instructions

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Strengths:

Comprehensive Requester Information:

  • It captures all the necessary contact information, ensuring that maintenance staff can easily reach the requester.
  • The inclusion of building/location and unit number ensures accurate identification of the problem area.

Detailed Problem Description:

  • The form encourages detailed descriptions of the problem, which is crucial for efficient diagnosis and repair.
  • Asking about the problem's onset and recurrence helps identify patterns and potential underlying issues.
  • The inclusion of safety concerns is very important.
  • The inclusion of photos and videos is very useful.

Clear Priority Setting:

  • The "Urgent/Emergency" vs. "Non-Urgent" question allows for immediate prioritization of requests.

Efficient Access Arrangement:

  • The "Access Information" section streamlines the scheduling process, reducing delays and miscommunication.
  • Authorization to enter without the resident present, can save time.

Categorized Information:

  • Dividing the form into clear sections (Requester Information, Problem Details, Access Information) makes it easy to understand and complete.

Required Fields:

  • Requiring the core fields ensures that the maintenance staff has the minimal ammount of information needed to process the request.
 

Potential Considerations and Insights:

Maintenance Type Specificity:

  • While "What type of maintenance is required?" is helpful, consider adding more specific options or a free-form text field for further clarification. For example, under "Plumbing," you could have "Leaky faucet," "Clogged drain," etc.

Time Constraints:

  • When asking for preferred dates/times, consider adding a note about typical response times or service windows. This manages expectations.

Pet Information:

  • The "pet information" prompt is excellent. Consider adding a field for the type of pet and any specific instructions (e.g., "Dog is friendly, but needs to be in a crate").

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