Building Maintenance Request Form Template - Free Editable PDF

Building maintenance request form template

Our building maintenance request form is your essential tool for managing property repairs and maintenance tasks efficiently. We created this template to help you document, prioritize, and track maintenance issues in commercial and residential buildings. It includes fields for requestor information, issue description, location details, and priority levels while ensuring nothing falls through the cracks.

According to WorkTrek, 55.7% of facility managers expect higher work order volumes in the coming year, making a standardized request system critical. This template helps you establish clear communication between occupants and maintenance teams, reducing response times and improving tenant satisfaction. When a tenant reports a leaking pipe in a common area, for instance, this form ensures all necessary information is captured for swift resolution.

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Frequently asked questions

How can I prioritize building maintenance requests effectively using this form?

Create clear priority categories on your form such as emergency (safety hazards, water leaks), urgent (affecting operations), and routine (cosmetic issues). Include a field for requestors to indicate perceived urgency, but train your maintenance team to assess and reassign priorities based on their expertise.

How can I reduce the number of duplicate maintenance requests?

Create a searchable log of current maintenance requests that tenants can access before submitting new ones. Implement a notification system that alerts requestors when similar issues have already been reported. Regular communication about ongoing maintenance projects keeps everyone informed and reduces redundant reports, saving your team valuable time.

What role does digital integration play in building maintenance request forms?

Digital integration streamlines the maintenance request process by allowing real-time tracking and updates. It reduces the risk of lost paperwork and enables automated notifications to relevant staff, ensuring timely responses. Digital forms can also facilitate data analysis, helping identify recurring issues and improve resource allocation. Without integration, managing and prioritizing requests becomes cumbersome and prone to errors.

Should tenants be able to specify the urgency of their maintenance requests?

Yes, allow tenants to indicate perceived urgency, but include clear definitions of what constitutes emergency, urgent, and routine requests. This helps set appropriate expectations while giving maintenance teams valuable context. However, maintain the authority to reclassify priority levels based on professional assessment and resource availability to ensure truly critical issues are addressed first.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.