Tenant maintenance request form and repair log

A tenant maintenance request form, also called a repair request form, records what is broken, where it is, how urgent it is, and whether someone may enter to fix it. Fill in this one on a phone or computer, then print it or save it as a PDF. The repair log under it keeps every repair for a unit on one sheet: when it was reported, who fixed it, when, and what it cost.

Fill in the form

Maintenance request

The tenant fills this in and sends it to the landlord or manager, or the landlord fills it in while taking the call. Keep a copy with the unit's records. For an emergency, call as well as sending the form. If you smell gas, leave the home first and call the gas company or 911 from outside.

What you type is saved in this browser as you go. Nothing is sent to Rentals369.

Tenant and home

The problem

For example, kitchen, under the sink.

Photos or a short video show how bad it is and which parts to bring.

What happened, when it started, and whether it is getting worse.

Emergency: danger to people or damage spreading now, such as no heat in freezing weather or water coming in. Urgent: needs fixing within a day or two, such as a broken refrigerator. Routine: everything else.

Getting in

The lease and local law set how much notice comes before anyone enters.

Also mention pets, or anything a visitor should know.

To save a PDF, choose Save as PDF as the printer in the print window. On a shared computer, clear the form when you finish.

Repair log

Keep one log for each unit, with a row for every repair. Fill in the first columns the day a request comes in, and the rest as the job is booked, done, and paid.

What you type is saved in this browser as you go. Nothing is sent to Rentals369.

One row for each repair: when it was reported, how urgent it was, who fixed it and when, and what it cost.
IssueDate reportedUrgencyVendorScheduled visitCompletedCostNotes

Each Print button prints only its own form. Your browser's Print command prints the request and the log together.

What should a maintenance request include?

A maintenance request should say who is reporting the problem and how to reach them, which unit and room it is in, what is wrong and since when, how urgent it is, whether someone may enter, and when a visit suits. Add photos where you can. They show how serious the problem is, and they tell a vendor which parts or tools to bring.

Date every request. The date shows when you first heard about the problem, which matters if a repair is ever disputed, and it shows how long each job took.

How do tenants submit a maintenance request?

In whatever way the landlord or manager has set up, as long as the request ends up written and dated: a tenant portal, one email address, or a paper form like this one. With this form, the tenant fills it in, then emails it as a PDF or prints it and hands it over, and keeps a copy. The form doesn't send anything by itself. For an emergency, call as well.

Is there a printable maintenance request form or PDF?

Yes. Fill in the form, or leave it blank, and press Save as PDF. In the print window, pick Save as PDF as the printer. To use it as a template, print a few blank copies to keep on hand, or send tenants the link to this page. They can fill it in on their own phone and send you the PDF.

Can I use it as a work order form?

Yes. A work order tells a vendor what to fix, where, how to get in, and when to come, and the request form already has all of that. Print the tenant's request or save it as a PDF, write the vendor's name and any spending limit on it, and send it with the photos. Then add the vendor, the visit, and the cost to the repair log above.

What counts as an emergency repair?

An emergency repair is one where waiting puts people in danger or lets serious damage spread. Your state or city law, and your lease, decide what legally counts as an emergency and how fast it must be fixed, so check them. These are usually treated as emergencies:

  • No heat in cold weather.
  • No water.
  • A gas smell. Tell tenants to leave the home and call the gas company or 911 from outside before they call you.
  • Electrical hazards, such as sparking outlets, exposed wires, or a burning smell.
  • An active leak, such as a burst pipe or water coming through a ceiling.
  • A broken lock on an outside door, or a door or window that won't close, so the home can't be secured.

Most other repairs are urgent or routine. A broken refrigerator or a slow leak under a sink is urgent, so schedule it within a day or two. A loose cabinet door or a dripping faucet is routine.

How fast should a landlord respond?

Reply to every request the same day, even if the reply only says you have it and when someone will come, and act on an emergency right away. Deadlines in your state or local law, or in your lease, come first for repairs such as heat or water. The guide on how fast to respond to a repair request covers priorities, vendors, and keeping the tenant updated.

How to keep a repair log

A repair log, sometimes called a maintenance log, lists every repair in a unit, one row each, from the day it was reported to the day it was fixed and paid. Over time it shows the problems that keep coming back, and at move-out it shows what was repaired during the tenancy.

It also works as a tracker for open requests: any row without a completion date is a job that is still open.

Pair it with the move-in and move-out checklist

  1. Add a row when the request comes in

    Write the problem, the date, and the urgency the day you hear about it, before you know who will fix it.

  2. Fill in the vendor and the visit

    When the job is booked, add who is doing it and when, and confirm that time with the tenant.

  3. Close it when the tenant confirms

    Check with the tenant that the problem is fixed before you write the completion date.

  4. Record the cost

    Write what the repair cost, and file the invoice and any photos with the unit's records.

Repair requests in Rentals369

A paper form and a log work for a few units. In Rentals369, tenants send the same details from their portal, and each request keeps its photos, vendor, booked visit, and status in one place.

See how repairs work

  • Photos with the request

    Tenants report a repair from their portal with up to 30 photos, from any phone.

  • Priorities and due dates

    You set the priority and a due date, and overdue repairs are counted on the Today dashboard.

  • Vendors book the visit

    The vendor accepts the job, books the visit, and records completion on the request.

  • Tenants see the progress

    Tenants see the booked visit in their portal, and every reply you send also reaches them by email.

See all guides and tools

Get your evenings back.

When the forms pile up, Rentals369 keeps every repair request with its photos, vendor, and booked visit, in one plan with everything included and no setup fee: Email Sync with suggested replies, QuickBooks sync, DocuSign for your leases, the Android app, storage with no set limit, and portals for your tenants, vendors, and owners.

$59/month for up to 3 tenants, or $49.17/month billed yearly.

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No-sweat guarantee: full refund within 30 days.

What happens next

  1. Pick your tenant countChoose it at sign-up. You can change it later.
  2. Create your loginYour name, your email, and a password.
  3. Pay, and you're inYou pay on the sign-up page, and your account opens right away.