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Free work request form (PDF-ready). Capture the requester, asset, location, fault, urgency and photos so a work order can be raised and triaged.

Jarrod Milford

Jarrod Milford

Commercial Director

Updated 22 June 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Key takeaways

  • A work request is the requester-side intake that precedes an approved work order.
  • It captures asset, location, fault, urgency, photos and a safe-to-operate flag.
  • A wide, simple intake means faults are logged early instead of lost in conversation.
  • The safe-to-operate field gives workers a documented way to report unsafe plant.
  • Approved requests convert into work orders with the detail already captured.

Updated 22 June 2026

How to use: download the PDF, print or complete digitally on any device.

  • PDF format, ready to print or fill on screen
  • Use as-is or customise to suit your operation
  • Go digital in MapTrack for photos, alerts and audit trails

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FreePDFUpdated June 2026

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Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuiltDraintechGenusAxis Services GroupRIXDFES Western AustraliaSaunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuiltDraintechGenusAxis Services GroupRIXDFES Western Australia

What is a work request form?

A work request form is the requester-side intake document that captures a maintenance need before it becomes an approved job. It records who is reporting the issue, the asset or equipment involved and its identifier, the location or site, a clear description of the fault or the work needed, how urgent it is, whether the asset is still safe to operate, photos or attachments, and the date the work is needed by. It is the front door of the maintenance process: anyone on site can raise one, and the maintenance planner then reviews it, decides whether to approve it, and turns it into a scheduled work order.

Keeping requests on a consistent form matters because it stops faults being reported by a verbal aside, a passing comment, or a message that gets lost. Every request arrives with the same information, so the planner can triage it on urgency and asset criticality rather than chasing the requester for detail. The request also creates the first timestamped record that an issue was raised, which feeds the asset history and supports the duty under the Work Health and Safety Act to act on unsafe plant. A clean intake step is what separates a planned, measurable maintenance operation from one that runs on memory and reactive firefighting.

Learn more about maintenance and work orders in MapTrack.

Benefits of using this work request form

  • Nothing slips through: a single intake form means faults are logged in writing, not lost in a verbal aside or a passing corridor comment.
  • Faster triage: every request arrives with asset, location and urgency filled in, so the planner can prioritise without chasing the requester for detail.
  • Clear urgency signal: a safe-to-operate field and an urgency rating let the planner separate a real safety risk from a cosmetic nice-to-have.
  • Better diagnosis: photos and a structured fault description give the technician context before they walk to the asset, cutting wasted trips.
  • A timestamped trail: the request is the first dated record that an issue was raised, which feeds the asset history and supports WHS duties.
  • Cleaner work orders: approved requests flow straight into a work order with the detail already captured, so the job starts with full context.

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).
  • Trigger work orders automatically when a fault is logged during an inspection.
  • Track service intervals by hours, kilometres or calendar date in one place.
  • Attach supplier invoices and parts receipts to each maintenance record.

Book a demo to see how MapTrack handles forms.

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What to include in a work request form

This work request form covers 10 key areas:

  • Request number and date raised, so the request can be tracked and linked to the work order later
  • Requested by: name, role or team, and contact details for follow-up questions
  • Asset or equipment name, ID or serial number, so the right plant is identified
  • Location or site, including the specific area, line or bay where the asset sits
  • Description of the fault or work needed, in enough detail for a planner to scope it
  • Urgency or priority requested, with the reason (safety, production stopped, cosmetic)
  • Safe to operate question, so an unsafe asset can be isolated before anyone uses it
  • Date needed by, plus any access or shutdown constraints that affect timing
  • Photos or attachments showing the fault, a reading, or the part involved
  • Office use section: reviewed by, approved or rejected, and the work order number raised

How to use this work request form

  1. Capture the request at the point the issue is found: The person who spots the fault fills in the asset, the location and a plain description of what is wrong while it is fresh. Recording it on the spot avoids the detail being lost or distorted by the time it reaches the planner.
  2. Set urgency and confirm whether the asset is safe: Rate how urgent the work is and answer the safe-to-operate question honestly. If the asset is not safe, isolate or tag it out immediately rather than waiting for the request to be approved, because a request is not a control on its own.
  3. Attach photos and any useful readings: Add photos of the fault, the part, or the warning indicator, plus any gauge or meter readings. Visual context lets the planner scope the job and order parts before a technician is sent, which reduces second trips to the same asset.
  4. Submit to the planner for review and triage: Send the completed request to the maintenance planner or supervisor. They check it is complete, compare it against other open requests, and triage it on urgency and asset criticality so the genuinely important work rises above routine items.
  5. Approve, reject, or convert to a work order: The planner approves the request and raises a work order, rejects it with a reason, or asks for more detail. Recording the outcome and the work order number on the request closes the loop and links the intake record to the job that follows.

In MapTrack, you can schedule and track maintenance digitally. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this form?

Raise a work request whenever someone finds a fault, a near miss, or a job that needs doing and is not already on the maintenance schedule. The form is meant to be used by anyone on site, not just the maintenance team, so the more accessible it is the more issues get captured before they grow into breakdowns.

Review the incoming requests on a regular cadence, daily for a busy operation and at least weekly for a smaller one, so nothing sits unread. A short, frequent triage stops the request backlog turning into a bottleneck and keeps the gap between a fault being reported and a work order being raised as short as the urgency demands.

Frequently asked questions

A work request is the initial ask. It is raised by an operator or user who has found a fault or a need, and it captures the asset, the location, the description and the urgency. A work order is the approved, planned job that comes out of that request once a planner has reviewed and accepted it, carrying a priority, an owner, tasks, parts and labour. In short, the request is the front door and the work order is the tracked job. Keeping them separate stops every reported issue being treated as committed work before anyone has triaged it.

The Work Health and Safety Act 2011 places a duty on a business to identify and address risks from plant, and the WHS Regulation 2017 requires plant to be maintained so it stays safe. A work request with a safe-to-operate field gives workers a clear, documented way to report a hazard and a dated record that the issue was raised. That trail shows a regulator the business has a system for surfacing and acting on unsafe equipment, rather than relying on word of mouth that cannot be evidenced after an incident.

Anyone who works around the asset should be able to raise one. Operators, drivers, cleaners and supervisors are often the first to notice a noise, a leak or a fault, so the more open the intake the more issues get captured early. The form is deliberately simple for that reason. The planner still controls what becomes committed work, so a wide intake does not mean every request turns into a job. It just means problems are seen sooner rather than festering until something fails.

Treat the request as a record, not a control. If the asset is unsafe, isolate it, tag it out and remove it from service straight away rather than waiting for the request to be approved. Mark the safe-to-operate field clearly so the planner knows the urgency, and note any tag-out reference on the form. The request then documents both the fault and the action taken, but the physical isolation is what keeps people safe in the meantime, not the paperwork.

Detailed enough that a planner can scope the job without walking to the asset first. Say what the asset is doing or not doing, when it started, any noise, smell, leak or warning light, and whether it is getting worse. A vague entry like broken forces a diagnosis trip before any planning can happen. A specific entry, backed by a photo and a reading, lets the planner judge urgency, order the likely parts, and brief the technician, which is where most of the time saving comes from.

Yes, it is completely free. Open it in your browser, then use Print and choose Save as PDF to keep a copy or print a pad for the depot. You do not need a MapTrack account. If you want to move beyond paper, MapTrack lets anyone raise a request from a phone with photos against the right asset, then turns approved requests into digital work orders with full asset history. Start free or book a demo to see how.

Applicable regulatory standards

This template aligns with the following regulations and standards:

  • ISO 55001:2024 Asset management (traceable records of asset issues and work)
  • ISO 9001:2015 Clause 8.5.1 Control of production and service provision
  • Work Health and Safety Act 2011, duty to report and address unsafe plant (s19)
  • Work Health and Safety Regulation 2017, plant maintenance and inspection duties (s213)

Related resources

More maintenance templates and guides:

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  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#0E7490;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Work request form</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Request number and date raised, so the request can be tracked and linked to the work order later</li>
    <li style="margin:4px 0;">Requested by: name, role or team, and contact details for follow-up questions</li>
    <li style="margin:4px 0;">Asset or equipment name, ID or serial number, so the right plant is identified</li>
    <li style="margin:4px 0;">Location or site, including the specific area, line or bay where the asset sits</li>
    <li style="margin:4px 0;">Description of the fault or work needed, in enough detail for a planner to scope it</li>
    <li style="margin:4px 0;">Urgency or priority requested, with the reason (safety, production stopped, cosmetic)</li>
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  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/work-request-form" style="color:#071D49;font-weight:600;text-decoration:none;">Work request form</a> by MapTrack</p>
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