What is a maintenance request form?

It's how a tenant reports a repair to the landlord or property manager: what's wrong, where, how urgent it is, and whether maintenance can enter the unit.

What should a maintenance request form include?

Tenant name and contact details, the property and unit, the type and description of the problem, when it started, whether it's an emergency, permission to enter and the best times for access.

What counts as an emergency maintenance request?

Anything that threatens safety or causes ongoing damage: a gas smell, fire, flooding or an active leak, no heat in cold weather, no power, or a broken lock on an outside door. Gas smells and fire need a 911 call first.

Can tenants submit maintenance requests online?

Yes. A short online form with an emergency question works well, as long as tenants also have a phone number for after-hours emergencies.

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Maintenance request form template

A maintenance request form landlords and property managers can hand to tenants or post online. It separates emergencies from routine repairs and records permission to enter, so the right person goes out at the right time.

Maintenance request form

Tenant details

Tenant name

Phone

Property address and unit number

The problem

Put the short version online. AI calls them back in 60 seconds.

Long forms on a phone get abandoned. With RingOwl, your website asks three questions. If the visitor ticks “call me back”, your AI calls within a minute, asks the rest of this form, books the appointment and saves a complete record, with their consent on file.

Host this form free for 7 days How the callback works

Test the callback in your browser during the trial. Phone callbacks need a paid plan (US, Canada, UK, Australia and India numbers).

On your website

Full name
Phone
What needs fixing?
“Call me back within a minute” box

Asked on the AI callback

Property address and unit number
Is it an emergency (active leak, no heat, gas smell, no power)?
Describe the problem and where it is
When did it start?
Permission to enter if no one is home?
Pets in the unit?
Best times for access

How to get the most out of a maintenance request form

Make the emergency question impossible to miss: Tenants under-report urgency on long forms. Ask it as a yes or no near the top, and give them a phone number for real emergencies.
Record permission to enter in writing: It protects both sides and saves a back-and-forth before every visit.
Ask for the unit number separately: Missing unit numbers are the most common reason a contractor knocks on the wrong door.

Maintenance request form FAQ

What is a maintenance request form?+
It's how a tenant reports a repair to the landlord or property manager: what's wrong, where, how urgent it is, and whether maintenance can enter the unit.
What should a maintenance request form include?+
Tenant name and contact details, the property and unit, the type and description of the problem, when it started, whether it's an emergency, permission to enter and the best times for access.
What counts as an emergency maintenance request?+
Anything that threatens safety or causes ongoing damage: a gas smell, fire, flooding or an active leak, no heat in cold weather, no power, or a broken lock on an outside door. Gas smells and fire need a 911 call first.
Can tenants submit maintenance requests online?+
Yes. A short online form with an emergency question works well, as long as tenants also have a phone number for after-hours emergencies.

The consent wording on this template is a starting point, not legal advice. Have it reviewed for your state, your licensing board and your insurer.

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