54 Best Maintenance Request Form Templates

1. Standardize required fields
Create a consistent set of fields across templates including property, unit, issue category, priority, description, photos, tenant contact, and preferred callback time. This ensures you collect all necessary information upfront, reducing back-and-forth and speeding up repair responses.

2. Define intake workflow and statuses
Include clear steps from submission to completion, such as assignment, ETA, in-progress updates, and verification of fix. This helps both tenants and maintenance staff track progress and improves accountability.

3. Ensure accessibility and data handling
Offer multilingual options if needed and provide guidance on what photos or screenshots to include. Include privacy notes and data retention guidelines to protect tenant information and comply with relevant regulations.