Facility Repair Request
Tenant and staff fault reporting with photos and severity — triaged before anyone picks up a phone.
A ready-to-use facilities & property management form for small teams who need a reliable intake process: 11 questions, 1 page, 3 conditional rules.
- Questions
- 11
- Pages
- 1
- Layouts
- card · classic
- Conditional rules
- 3
Searches this template answers
- facility repair request
- maintenance request form
- repair request form
- building maintenance request form
- fault reporting form
Also filed under
Live preview and test console
This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.
1 question is hidden by conditional logic right now — change an answer above to reveal it.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Legal text not required — passingThis template collects neither health nor regulated financial information.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Facility Repair Request is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.
- Small teams who need a reliable intake process working in facilities & property management.
- Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
- Anyone replacing chasing missing details over email with one structured record per enquiry.
- Respondents are the people you send it to — the form asks them 11 questions across 1 screen.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.
- 7 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It collects a verified email address so replies and confirmations land.
- It captures a phone number for urgent follow-up.
- It accepts a document or photo upload as evidence.
- Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Facility Repair Request lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Check the upload limits on the file question so respondents can attach what you actually need.
- 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 3 conditional rules ship with it.
- Features advanced show logic: if “Severity” is Safety risk, the form dynamically exposes “Urgent contact note”. Otherwise that question never appears.
- Features conditional validation: if “Severity” is Safety risk, “Phone number” becomes mandatory before the form can be sent.
- Features conditional validation: if “May we enter if you are not there?” is No, “Best access times” becomes mandatory before the form can be sent.
- All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
Fault reports arrive by whatever channel is nearest — a corridor conversation, a text to the caretaker, an email with no location. This form makes the first mile consistent: who is reporting, exactly where the fault is, what kind of issue it is, and how bad it actually is. Severity uses plain words rather than a numbered scale, because "safety risk" means the same thing to everyone and "priority three" does not. Selecting a safety risk reveals the urgent contact route and requires a phone number, so genuine hazards escalate off the form instead of waiting in a queue. The photo upload is what turns a report into a diagnosable job, and the access questions decide whether a contractor can attend during working hours or needs an appointment. Anyone declining entry in their absence must give access times, which removes the most common wasted visit. Convert accepted reports into a work order for scheduling and authorisation.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Report a fault
- Your namerequired
- Email addressrequired
- Phone number
- Building, floor and roomrequired
- Issue typerequired
- Severityrequired
- Urgent contact note
- Descriptionrequired
- Photo
- May we enter if you are not there?required
- Best access times
11 questions in total.
How the form changes as it's filled in
This template ships with 3 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Severity”
- Reveals questions
If “Severity” is Safety risk, the form reveals “Urgent contact note”.
- Makes answers required
If “Severity” is Safety risk, “Phone number” becomes required before the form can be submitted.
Driven by “May we enter if you are not there?”
- Makes answers required
If “May we enter if you are not there?” is No, “Best access times” becomes required before the form can be submitted.
Set it up step by step
- 1
Publish one link everywhere
A QR code by the lifts and a link in the tenant handbook beats three reporting channels nobody maintains.
- 2
Acknowledge every report automatically
Most chasing calls are about whether the report arrived, not about the repair itself.
- 3
Triage daily on severity
Safety risks the same day, needed-soon within the week, can-wait into the planned maintenance list.
- 4
Convert to a work order
Once triaged, raise a work order so the job carries an approver and a budget code.
Mistakes to avoid
- Offering only a free-text location, so contractors arrive in the wrong part of the building.
- Treating a safety risk answer as just another queue entry rather than an escalation.
- Never telling the reporter what happened, which trains people to phone instead of reporting.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
- Work Order Form
- Preventive Maintenance Checklist
- Job Completion Sign-Off
What to do with the responses
Triage by severity, raise a work order for anything requiring a contractor, and tell the reporter when it is scheduled and when it is done.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the facility repair request, matched on the words people actually search for.
Maintenance Request Form
buildingestatefacilitiefaultfm
Facility Maintenance Request Form
buildingfacilitiefacilityinspectionmaintenance
Cleaning Service Feedback
beforefacilitieinspectionmaintenancemanager
Commercial Cleaning Proposal
facilitieinspectionmaintenancemanageroffice
Tenant Maintenance Request
estatemaintenancemanagerphotoproperty
Cleaning Service Quote Request Form
facilitieinspectionmaintenanceorderproperty
Frequently asked questions
Can tenants use this without an account?
Yes — it is a public link, so anyone in the building can report a fault from their phone.
How do I stop duplicate reports?
Post the current job list on the same page as the form; most duplicates come from people who cannot tell whether it was already reported.
Should the form assign contractors?
No. Triage first, then raise a work order — the two steps have different approvers.
What about scheduled maintenance?
Use the Preventive Maintenance Checklist, which records pass or fail per system on a schedule rather than reacting to faults.
Is the Facility Repair Request template free to use?
Yes. You can preview and test Facility Repair Request on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Facility Repair Request template ask for?
It asks 11 questions across 1 page, 7 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Facility Repair Request form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this facilities & property management form work?
3 conditional rules ship with the template: Features advanced show logic: if “Severity” is Safety risk, the form dynamically exposes “Urgent contact note”. Otherwise that question never appears. Features conditional validation: if “Severity” is Safety risk, “Phone number” becomes mandatory before the form can be sent. Features conditional validation: if “May we enter if you are not there?” is No, “Best access times” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.
Where do responses to the Facility Repair Request form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Facility Repair Request form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
Can respondents upload files?
Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.
Related templates
More forms teams pair with the facility repair request.
Related categories
Maintenance Request Form
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