Maintenance Request Form for Residents

Looking for a maintenance request form for your building? Here is a ready-to-use service request form in English for reporting faults in an Israeli residential building — copy it in one click, print it, or download it as a Word file and edit. Fill in the details in the square brackets; the “for office use” section stays blank for the management company.

Maintenance Request Form — Reporting a Fault in the Building   To: [Management company name] | Building: [Building address] | Request date: [Date]   Resident details:   – Full name: [Full name] – Apartment no.: [Apartment number] | Floor: [Floor] – Phone: [Phone] | Email: [Email]   Fault details:   – Location of the fault: [Fault location] – Type of fault: [Fault type] – Description: [Fault description] – Urgency: [Routine / Urgent / Safety hazard] – Photos attached? [Yes / No]   Additional notes: [Notes]   Resident's signature: ____________   For office use (to be completed by the management company):   – Request no.: ____ | Received on: ____ – Handled by: ____ | Status: ____ – Closing date: ____ | How resolved: ____

Fill in the details — the notice updates automatically:

Illustration of a resident pointing at a broken light in a building corridor while a manager fills in a maintenance request form

Why a well-run building uses a maintenance request form — not WhatsApp

In every shared building, faults get reported somehow — a shout in the residents’ group, a note to the neighbor on the committee, a call to the manager at ten at night. The problem is not the reporting but what happens next: without orderly records there is no tracking, faults are forgotten, and two plumbers get booked for the same leak. A uniform maintenance request form turns every report into a record with a date, a location, a description and an urgency level — and lets the management company run a real repair queue instead of fighting fires in order of who shouts loudest.

Three fields in the form do the heavy lifting. The location and type of the fault allow routing in advance to the right professional — electrician, plumber or elevator technician — without a wasted diagnostic visit. The urgency level (routine / urgent / safety hazard) sets the order of treatment: a burnt-out bulb waits for the next round, an exposed wire waits for no one. The “for office use” section — request number, handler, status and closing date — is what turns a pile of pages into a measurable tracking system.

Make the boundary clear to residents: the form is for faults in the common property — lobby, stairwell, elevator, parking garage, roof, main plumbing and garden. Repairs inside an apartment are the resident’s responsibility, except for faults that originate in the common property, such as damp coming through the roof. That clarification line, together with the accumulated data from the forms — how many requests were opened, how many closed and how fast — is exactly the material that goes into the monthly report to residents and shows the service is working.

Frequently Asked Questions

Which faults should be reported on the maintenance request form?

Any fault in the common property: lighting in the stairwell and garage, the elevator, the intercom and entrance door, leaks in the shared plumbing, pumps, roofs and garden areas. Faults inside an apartment are the resident’s responsibility — except where the source is in the common property, such as damp penetrating from the roof or from a main pipe.

Why is an orderly form better than a message in the WhatsApp group?

A group message is buried within an hour and cannot be tracked. A maintenance request form creates a record: who reported, when, what exactly the fault is and how urgent. That makes it possible to measure handling times, prevent duplicates, and show in the monthly report how many requests were opened and closed — a number that builds more trust than any promise.

What is the difference between routine, urgent and safety-hazard requests?

Routine — a nuisance that does not disable anything (a burnt-out bulb, a crack in the plaster), handled in the next round. Urgent — a central system is down: a stuck elevator, a garage gate that will not open, a developing flood. Safety hazard — an exposed electric wire, broken glass at the entrance, a loose railing — requires immediate handling and a clear marking on the form, by phone as well, not only in writing.

Who pays for the repair — the resident or the building committee?

A repair in the common property is funded from the building’s account (the management fee) — that is exactly what it is for. A repair inside an apartment is paid by the apartment owner, unless the source of the fault is in the common property. In borderline cases — say, damp in a shared wall — document with the form and photos, and let the professional determine the source before deciding who bears the cost.

How quickly should the management company handle a request?

It depends on the management contract — an orderly contract defines response times (SLA) by urgency: immediate handling for safety hazards, 24-48 hours for an urgent fault, and up to a week for a routine request. The ‘for office use’ section exists exactly for this: the received date, status and closing date make it possible to check performance against the contract.

Key Takeaways

  • A uniform form creates records and tracking — unlike scattered WhatsApp reports
  • Location, type and urgency route the fault to the right professional in advance
  • The form covers the common property; faults inside apartments are the resident’s
  • The office-use section makes handling times measurable against the contract SLA
  • The template here is free — copy, print or download as Word

Related Templates

All templates for property management companies →

Want residents to also see what is happening with their request? With a digital notice board in the lobby you publish live handling updates — “elevator under repair, technician on the way” — in every building you manage, remotely and in one click.

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