Property Maintenance Request Form

Streamline Property Maintenance Requests with Paperform

Managing maintenance requests efficiently is critical for property managers, landlords, and tenants alike. Our Property Maintenance Request Form template helps you collect, organize, and prioritize repair requests from tenants in a professional, streamlined way—no more missed emails, lost text messages, or confusing phone calls.

Built for Property Managers and Real Estate Professionals

Whether you're managing a single apartment building, multiple residential properties, or commercial spaces, this maintenance request form gives your tenants a clear, easy way to report issues while giving you the structured information you need to respond quickly and effectively.

Perfect for:

• Property management companies handling multiple units and buildings
• Landlords managing rental properties directly
• Real estate professionals overseeing HOAs and community properties
• Facilities managers responsible for commercial buildings
• Student housing and multi-family residential communities

Everything You Need in One Simple Form

This template captures all the essential details to triage and resolve maintenance issues:

• Tenant and property information: Collect name, contact details, unit number, and building information to route requests accurately
• Issue categorization: Pre-defined categories (plumbing, electrical, HVAC, appliances, structural, pest control, and more) help you assign the right contractor or maintenance team
• Detailed descriptions: Open text fields let tenants explain the problem in their own words
• Photo uploads: Visual documentation helps you assess urgency and prepare appropriate tools or parts before arriving on-site
• Urgency routing: Conditional logic ensures emergency issues (flooding, gas leaks, no heat in winter) are flagged immediately for priority response
• Preferred contact method and access instructions: Know whether tenants prefer calls or texts, and whether you'll need to schedule entry or can use emergency access

How Property Managers Are Using Paperform

Property managers choose Paperform because it combines beautiful, on-brand forms with powerful automation that actually saves time:

Automatic notifications and routing: When a tenant submits a high-urgency request, Paperform can instantly email or text your emergency on-call team. Lower-priority requests can route to your regular maintenance queue, keeping your workflow organized without manual sorting.

Photo documentation from the start: Tenants upload photos of leaking pipes, broken appliances, or damaged fixtures directly in the form. This visual context helps you assess whether it's a five-minute fix or requires a specialist, and provides documentation for insurance or vendor quotes.

Integrate with your property management tools: Paperform connects seamlessly with the tools you already use—send submissions to Google Sheets or Airtable for tracking, create tasks in Asana or Monday.com, log requests in your CRM, or trigger Stepper workflows to automatically assign tasks, notify contractors, and update tenant records across multiple systems.

Branded tenant portals: Customize the form with your company logo, colors, and fonts so it feels like a natural extension of your tenant portal or property website. Embed it directly on your site or share a custom-branded link that tenants can bookmark for easy access.

Mobile-friendly for tenants on the go: Tenants can submit requests from their phones, upload photos directly from their camera, and get instant confirmation that their request has been received—no more wondering if their email got lost.

Go Beyond Forms with Stepper Workflows

Once a maintenance request is submitted, you can use Stepper—Paperform's AI-native workflow builder—to automate your entire maintenance process:

• Automatically create work orders in your property management software
• Assign requests to the appropriate maintenance team or contractor based on issue type
• Send status updates to tenants as requests move from "received" to "scheduled" to "completed"
• Track response times and generate reports on maintenance trends across properties
• Escalate overdue requests to supervisors or property owners

Designed for Compliance and Recordkeeping

Good property management means maintaining clear records of all maintenance requests, responses, and resolutions. Paperform automatically timestamps every submission, stores photos securely, and creates a searchable database of all requests. This documentation is invaluable for:

• Demonstrating timely response to tenant concerns
• Supporting warranty claims or insurance filings
• Tracking recurring issues that may indicate larger building problems
• Providing transparency during property inspections or audits

Secure, Reliable, and Trusted

Paperform is SOC 2 Type II compliant and takes data security seriously. Your tenant information and property records are protected with enterprise-grade security, encrypted data storage, and reliable uptime you can count on.

Get Started in Minutes

This template is ready to use right out of the box, but you can easily customize it to match your specific needs:

• Add or remove issue categories based on your property types
• Adjust urgency levels to match your service level agreements
• Include fields for lease numbers, parking space assignments, or other property-specific details
• Customize confirmation emails with your contact information and expected response times
• Set up conditional logic to route different types of requests to different teams

Property management doesn't have to mean endless phone tag and lost paperwork. With Paperform's Property Maintenance Request Form, you'll create a professional, efficient system that keeps tenants happy, maintenance organized, and your properties running smoothly—all without writing a single line of code.