Facilities Maintenance Request

Somebody stops you in the hallway to mention the leak in room 214. By the time you are back at your desk, it is gone. That is the failure mode this template exists to remove. The Facilities Maintenance Request form gives every requester the same deal: fill in one short form and your issue is logged, categorized, prioritized, and sitting in a queue someone actually works from. No sticky notes, no forwarded emails, no "I told Dave about it weeks ago." Twelve fields across two pages, three to five minutes to complete, and the requester walks away knowing the problem is on the record instead of in someone's memory.

What the form asks, field by field

The template opens with the requester's full name and work email, so follow-up questions have somewhere to go. Then it gets to the parts that make a request dispatchable.

Location/Room is required, because "the bathroom sink is broken" means nothing in a building with forty bathrooms. Issue Type is a dropdown with six options: Plumbing, Electrical, HVAC, Furniture, Cleaning, and Other. That one field routes the request to the right trade before anyone reads a word of the description. Priority gives the requester four honest levels: Urgent, High, Normal, and Low. Most people pick fairly when you give them the choice, and the ones who mark everything Urgent identify themselves quickly. The Description box, prompting "Describe the issue...", captures the detail a technician needs before the first site visit.

The template runs in conversational mode by default, one question at a time, which suits someone typing on a phone while standing next to the problem. Requesters can step back to fix an answer, and a progress bar shows how little is left.

From submitted request to scheduled work order

A logged request is only useful if it goes somewhere. Every submission lands in your Uplup dashboard with all fields intact, so the queue sorts naturally by priority and issue type. Export the lot to CSV when you plan the week's work orders or need a paper trail for a landlord, board, or district office. If your team lives in other software, webhooks and the Zapier integration push each new request out the moment it arrives, so a plumbing issue marked Urgent can open a ticket, notify the on-call tech, or land in whatever work order system you already run. The form collects; your existing process dispatches.

Who this template fits

Property managers use it as the tenant-facing repair request, replacing voicemail and the office drop-in. Facilities and office managers post it internally so staff stop treating whoever sits nearest the door as the reporting system. Schools and campuses hand it to teachers and department heads, which matters when one facilities crew covers a dozen buildings and the alternative is a shared inbox nobody owns.

Adapt it to your building

Every field is editable. Swap the Issue Type options for the categories your crew actually dispatches: add Grounds, Elevator, or Pest Control, and drop Furniture if you never see it. Rename Location/Room to match your site labels, building codes, or unit numbers. Trim the Priority list to three levels if four invites debate. You can also apply your own logo and colors so tenants see your property's name on the form, not a generic builder, and add or remove pages as your intake process grows.

Put the form where the problems happen

A maintenance form earns its keep when submitting a request is easier than complaining about one. Share the direct link in your tenant welcome email and staff handbook. Print the QR code and post it in break rooms, by the elevators, and outside the supply closet, so reporting takes one scan. Embed the form on your property or district website with the embed snippet, or drop it into a WordPress page with the Uplup plugin's shortcode. The template is available on the free plan, so you can publish it this afternoon and find out what has been going unreported.