Maintenance Request Form

Who this template is for

Maintenance Request Form 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 19 questions across 3 screens.
• 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.

• 11 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.
• It captures a numeric value you can filter and sort on.
• Conditional logic hides 5 questions until they are relevant — shorter forms convert better than long ones.
• Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
• 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.

1. 1Press “Use this template” — a fresh copy of Maintenance Request Form lands in your workspace, ready to edit.
2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
3. 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.
4. 4Check the upload limits on the file question so respondents can attach what you actually need.
5. 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.
6. 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 — 5 conditional rules ship with it.

• Features advanced show logic: if “Severity” is Safety risk or building unusable, the form dynamically exposes “Has the area been isolated or cordoned off?”. Otherwise that question never appears.
• Features conditional validation: if “Severity” is Safety risk or building unusable, “Has anyone been injured?” becomes mandatory before the form can be sent.
• Features advanced show logic: if “Has anyone been injured?” is Yes, the form dynamically exposes “Describe the injury and any first aid given”. Otherwise that question never appears.
• Features advanced show logic: if “Is a key or escort needed to access the area?” is Yes, the form dynamically exposes “Who holds the key or will escort”. Otherwise that question never appears.
• Features advanced show logic: if “Trade required” is Heating and cooling, the form dynamically exposes “Current temperature in the room (degrees Celsius)”. Otherwise that question never appears.
• All 5 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.