Facility Maintenance Request Form
Raise work orders with location, priority, asset and photo evidence.
- Questions
- 20
- Pages
- 4
- Layouts
- classic
- Conditional rules
- 3
Searches this template answers
About this template
Facilities teams cannot prioritise what they cannot see, and this work order form turns scattered emails and corridor conversations into a single triaged queue. The requester gives their name, department and contact number, then pins the problem to a building, floor and room or area so an engineer is not hunting for it. The request is categorised — plumbing, electrical, heating and ventilation, doors and locks, lifts, fabric and decoration, furniture, pest control, grounds or cleaning — and described with prompts for when it started and whether it is getting worse. A priority question is deliberately defined by consequence rather than opinion: is it a safety risk, is a room or service unusable, or is it cosmetic. Safety and unusable answers trigger an immediate notification instead of sitting in the queue. Asset tag, equipment make and model and any warranty details are captured where relevant, and photographs can be attached. Requesters can note access restrictions such as hours when the room is in use.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Page 1 — Requester
- Your namerequired
- Department or teamrequired
- Email addressrequired
- Extension or mobile
Page 2 — Location
- Buildingrequired
- Floorrequired
- Room or arearequired
- Are there access restrictions?required
- When can we access the area?
Page 3 — The problem
- Categoryrequired
- Describe the problemrequired
- Priorityrequired
- Describe the immediate risk
- Date first noticed
- Asset tag or equipment number
- Make and model
- Photographs
Page 4 — Approval
- Budget code (if known)
- Approver name
- Agreementrequired
20 questions in total.
Conditional logic included
- When “Priority” is Safety risk, require “Describe the immediate risk”.
- When “Category” is Electrical, show “Asset tag or equipment number”.
- When “Are there access restrictions?” is Yes, require “When can we access the area?”.
Works in this layout
Frequently asked questions
- How do urgent jobs get escalated?
- Safety risk and unusable priorities can trigger an immediate email or text notification to the duty engineer.
- Can we track jobs to completion?
- Each submission is a work order record you can annotate and mark complete, and the analytics view shows volumes by category and building.
- Does it suit multi-site estates?
- Yes — the building question can become a dropdown of your sites and route requests to the right facilities manager.
- Can contractors receive requests?
- Route notifications by category so plumbing goes to your plumber and lifts to your lift contractor automatically.
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