Free maintenance request form
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Download a free maintenance request form. Submit requests with asset details, fault description and priority level. PDF ready to print.
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See the first part of the maintenance request form below. Download the full version above.
What is a maintenance request form?
A maintenance request form is a document used to formally request maintenance or repair work for an asset, piece of equipment, facility or infrastructure item. The form captures the requester details, asset information, fault or issue description, priority level, preferred timing and any safety considerations. Maintenance request forms are the entry point for the corrective maintenance workflow, ensuring that repair needs are captured, prioritised and assigned to maintenance personnel.
Without a structured request process, maintenance needs are communicated informally through verbal requests, text messages or emails that are easily lost, duplicated or deprioritised incorrectly. A formal maintenance request form ensures that every request is documented with the information maintenance planners need to assess priority, schedule resources and plan the repair. It also creates an audit trail showing when the request was made, how it was prioritised and when the work was completed, supporting accountability and continuous improvement of maintenance response times.
Learn more about asset tracking in MapTrack.
Benefits of using this maintenance request form
- Structured communication: provide maintenance teams with all the information they need to plan and execute repairs efficiently.
- Priority management: a consistent priority framework ensures urgent requests are addressed first and routine requests are scheduled appropriately.
- Accountability: a documented request creates a record of who reported the issue, when and how it was resolved.
- No lost requests: formal documentation prevents maintenance needs from being forgotten or overlooked.
- Response time tracking: the form captures request date and completion date, enabling analysis of maintenance responsiveness.
- Budget support: documented maintenance requests provide data for budget planning and cost allocation.
Benefits of digitising forms in MapTrack
When you move your forms from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Maintain a live asset register with location, condition and custody history.
- Schedule and track calibration, certification and warranty expiry dates.
- Generate depreciation and total-cost-of-ownership reports per asset.
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What to include in a maintenance request form
This maintenance request form covers 10 key areas:
- Requester details: name, department, position, contact number, date of request.
- Asset details: asset ID, description, make/model, location, department or cost centre.
- Fault or issue description: clear description of the problem, symptoms, when it was first noticed.
- Priority: emergency (safety hazard or total failure), urgent (significant impact, needs attention within 24 hours), routine (schedule within normal maintenance cycle), planned (can be scheduled for a convenient time).
- Safety considerations: is the equipment safe to operate until repaired (yes/no/with restrictions), has it been isolated or locked out.
- Preferred timing: any constraints on when the work can be done (production schedule, access requirements).
- Photographs: images of the fault or issue.
- Approvals: supervisor approval for the request, especially for non-routine work.
- Maintenance response: assigned to, date assigned, estimated completion, actual completion, work performed.
- Signatures: requester, supervisor, maintenance technician.
How to use this maintenance request form
- Identify the maintenance need and assess whether the equipment is safe to continue operating.: If the fault creates a safety hazard, stop the equipment and apply isolation controls. If the equipment can continue operating with restrictions, note the restrictions. This safety assessment determines the request priority.
- Complete the request form with asset details and a clear fault description.: Record the asset ID, description and location so maintenance can find the right equipment. Describe the fault clearly and specifically: what is happening, when it started, whether it is constant or intermittent, and any error codes. Attach photographs if possible.
- Set the priority level and note any timing constraints.: Use the priority definitions on the form to classify the request. Emergency requests for safety hazards should be communicated verbally to the maintenance supervisor as well as submitting the form. Note any scheduling constraints such as production windows or access requirements.
- Obtain supervisor approval and submit the request to the maintenance team.: Have your supervisor review and approve the request, particularly for non-routine or high-cost work. Submit the form to the maintenance team through the established channel (maintenance office, dropbox, digital system).
- Follow up if the request is not actioned within the expected timeframe.: Check the status of your request if you have not received an update within the expected timeframe for the priority level. Emergency requests should be actioned immediately. Urgent requests should be addressed within 24 hours. Routine requests should be scheduled within the normal maintenance cycle.
In MapTrack, you can manage your full asset register digitally. Each submission is stored as a timestamped PDF against the asset record.
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Back to download formHow often should you complete this form?
A maintenance request form should be submitted every time a maintenance need is identified. There is no scheduled interval. The trigger is the observation of a fault, defect or maintenance requirement. Workers should be encouraged to submit requests promptly to enable early intervention.
Frequently asked questions
- What is the difference between a maintenance request and a work order?
- A maintenance request is submitted by the person who identifies the need. It describes the problem and requests action. A work order is created by the maintenance team in response to the request. It assigns the work to a technician, specifies the tasks, parts and estimated time. The request initiates the process, and the work order manages the execution.
- How should I prioritise a maintenance request?
- Use the priority definitions: Emergency for safety hazards or total equipment failure requiring immediate response. Urgent for significant operational impact requiring attention within 24 hours. Routine for issues that can be scheduled within the normal maintenance cycle (typically one to two weeks). Planned for non-urgent work that can be scheduled for a convenient time.
- Should I submit a request for minor issues?
- Yes. Minor issues that are not reported often deteriorate into major failures. A small oil leak becomes a bearing failure. A loose bolt becomes a structural failure. Submitting a request for minor issues allows maintenance to address them during scheduled maintenance, preventing costly emergency repairs and unplanned downtime.
- Is this maintenance request form template free?
- Yes. This maintenance request form template is completely free to download and use. Open the HTML file in any browser and print to PDF. No MapTrack account is required. If you want digital maintenance requests with automatic routing, priority escalation and status tracking, MapTrack can help.
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