A complete maintenance request form landlords can give to tenants to standardize how repair issues are reported, prioritized, and tracked.
Provide this form to tenants at move-in as part of your welcome packet, and keep copies available for ongoing use. A standardized maintenance request form ensures you receive complete, actionable information when a tenant reports an issue — reducing back-and-forth communication and helping you prioritize and assign repairs efficiently.
Legal Note: As a landlord, you are typically required by law to maintain rental properties in a habitable condition. Written maintenance requests create documentation that protects you legally if a tenant later claims an issue was not addressed. Keep records of all requests and the actions taken in response.
───────────────────────────────────────────── MAINTENANCE REQUEST FORM [Property Name / Management Company] [Property Address] ───────────────────────────────────────────── DATE OF REQUEST: ___________________________ REQUEST SUBMITTED BY: ___________________________ ───────────────────────────────────────── TENANT INFORMATION ───────────────────────────────────────── Tenant Name(s): ___________________________ Unit / Address: ___________________________ Phone Number: ___________________________ Email Address: ___________________________ Preferred Contact Method: ☐ Phone ☐ Text ☐ Email ───────────────────────────────────────── ISSUE DETAILS ───────────────────────────────────────── Location of Issue (check all that apply): ☐ Kitchen ☐ Bathroom(s) ☐ Bedroom(s) ☐ Living Room ☐ Hallway ☐ Exterior ☐ Garage/Parking ☐ Common Area ☐ Other: ___________ Category of Issue: ☐ Plumbing ☐ Electrical ☐ HVAC / Heating / Cooling ☐ Appliances ☐ Pest Control ☐ Structural / Doors / Windows ☐ Flooring / Carpet ☐ Painting / Walls ☐ Other: ___________ Priority Level (tenant assessment): ☐ Emergency (safety risk, flooding, no heat/hot water) ☐ Urgent (issue worsening, affecting daily life) ☐ Routine (non-urgent, schedule at convenience) ───────────────────────────────────────── DESCRIPTION OF PROBLEM ───────────────────────────────────────── Please describe the issue in detail, including when it started and any relevant observations: _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ ───────────────────────────────────────── ENTRY PERMISSION ───────────────────────────────────────── ☐ I authorize entry into my unit for repairs during normal business hours with [X hours] advance notice. ☐ I require scheduling of all entry. Please contact me first at: ___________________________ ☐ Emergency entry is authorized if I cannot be reached and the situation is urgent. Tenant Signature: _______________________ Date: _______________ ───────────────────────────────────────── FOR OFFICE USE ONLY ───────────────────────────────────────── Request Received By: ___________________________ Date Received: ___________________________ Work Order #: ___________________________ Assigned To (Contractor): ___________________________ Scheduled Date: ___________________________ Completed Date: ___________________________ Resolution Notes: ___________________________
Yes. Written requests — whether on paper, email, or text — create a paper trail that protects both landlords and tenants. If a dispute arises over repairs (or a security deposit deduction), written records showing when issues were reported and resolved are invaluable.
Common emergencies include no heat in cold weather, water leaks or flooding, gas leaks, sewage backups, broken locks affecting safety, and no hot water. These typically require same-day or 24-hour response. Non-emergency issues can be scheduled.
Most states require 24 to 48 hours written notice before entering a rental unit for non-emergency maintenance. Emergency entries (e.g., active flooding) may be permitted without notice. Check your state's landlord entry laws.
You can charge tenants for damage they caused beyond normal wear and tear, typically deducted from the security deposit at move-out. Routine maintenance and repair of habitability issues are generally the landlord's responsibility.
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