Maintenance Request Form for Hospitality & Tourism

# Maintenance Request Form - Hospitality & Tourism

## Purpose
Deploy for property management, facility maintenance, or equipment servicing to streamline request intake and prioritisation.

## When to Use
A maintenance request form for tenants, staff, or clients to report issues with location, urgency, description, and photo upload capabilities.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your hospitality & tourism business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Asana or Slack)

---

## Maintenance Request Form

**Purpose:** Streamline the reporting and prioritisation of maintenance issues so they are logged, tracked, and resolved efficiently.

### Section 1: Requester Details
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Your Name | Text | Yes | Min 2 characters | Jane Smith |
| Email Address | Email | Yes | Valid email format | jane@tenant.com.au |
| Phone Number | Phone | Yes | Australian format | 04XX XXX XXX |
| Your Role | Dropdown | Yes | - | Tenant / Staff Member / Client / Visitor / Other |
| Unit or Office Number (if applicable) | Text | No | - | e.g., Unit 4B or Level 3 |

### Section 2: Issue Location
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Property or Building | Dropdown | Yes | - | [Populate with managed properties] |
| Specific Location of Issue | Text | Yes | - | e.g., Kitchen, Bathroom, Car park Level B1, Meeting Room 2 |
| Is the area accessible for maintenance? | Radio | Yes | - | Yes, anytime / Yes, by appointment / No, access restricted |
| Preferred Access Time | Text | No | - | e.g., Weekdays 9am-5pm |

### Section 3: Issue Details
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Issue Category | Dropdown | Yes | - | Plumbing / Electrical / HVAC (Heating or Cooling) / Structural / Pest Control / Cleaning / Appliance / Lock or Security / Lift / Fire Safety / Grounds or External / Other |
| Urgency Level | Radio | Yes | - | Emergency (safety risk, no water, no power) / Urgent (significant impact, needs attention within 24 hours) / Standard (needs attention within 1 week) / Low (cosmetic or minor, can be scheduled) |
| Description of the Issue | Textarea | Yes | Min 20 characters, Max 1500 | Describe the issue in detail: what is happening, when did it start, and how is it affecting you? |
| When did you first notice this issue? | Date | No | Cannot be a future date | DD/MM/YYYY |
| Is this a recurring issue? | Radio | No | - | Yes / No / First Time |
| Previous Reference Number (if recurring) | Text | No | - | e.g., MR-2026-0042 |

### Section 4: Photos
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Photos of the Issue | File Upload | No | Max 5 files, 5MB each, JPG/PNG | Upload photos to help our team understand the issue |

### Section 5: Safety
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Is there a safety risk? | Radio | Yes | - | Yes / No / Unsure |
| If yes, describe the safety concern | Textarea | No | Max 500 characters | e.g., Exposed wiring, water pooling near electrical outlet |

### Conditional Logic
- If "Urgency Level" = "Emergency", show prominent message: "For life-threatening emergencies, call 000 immediately. For urgent building emergencies, call our after-hours line: [Phone Number]" and trigger immediate SMS to maintenance manager
- If "Is there a safety risk?" = "Yes", escalate priority automatically and notify building manager
- If "Is this a recurring issue?" = "Yes", show "Previous Reference Number" field
- If "Is the area accessible for maintenance?" = "Yes, by appointment", show preferred access time field

### Submission
- **Button text:** "Submit Maintenance Request"
- **Confirmation message:** "Your maintenance request has been submitted with reference number [Auto-generated]. Expected response time: Emergency: 2 hours, Urgent: 24 hours, Standard: 3-5 business days, Low: scheduled during next maintenance cycle."
- **Notification:** Create task in project management tool assigned to maintenance team, send Slack notification for urgent and emergency items, email confirmation to requester with reference number

---

**Complexity:** simple | **Setup time:** 5 minutes | **Tools:** Asana, Slack, Zapier

Note: This template has been tailored for hospitality & tourism businesses in Australia. Adjust terminology and compliance references to match your specific context.