Free template
Printable maintenance request form
A blank maintenance request form to print, for anyone on the team to report a problem with a piece of equipment, with a section for the response.
Only the form prints. Choose Save as PDF in the print dialog to keep a copy.
What this form is
It is a blank maintenance request on one page. The person who notices a problem fills in the top: who they are, which equipment, what is wrong and how urgent it is. The person responsible for maintenance fills in the bottom: who received it, what was decided and the work order number if the job goes ahead.
A request is not a work order. It reports a problem; the work order is the instruction to fix it.
What each part is for
- Request No.: a number for the request, if you number them.
- Requested by, Area or department and Date: who is asking and when.
- Asset, Asset ID and Location: which piece of equipment, using the identifier written on it.
- What is wrong or what is needed: a plain description of what was seen, heard or measured. Describe the symptom; the diagnosis comes later.
- When it was noticed and How to reach you: useful when maintenance needs to ask a question.
- Is the equipment stopped?: tick Yes or No.
- Urgency: tick one level, as your team defines them.
- For maintenance use: who received the request, the date, the decision and the work order number.
How to use it
- Select Print this form and keep copies where problems are noticed: beside the machines or in a shared area.
- Agree who collects the requests and how often.
- For each request, decide whether the work goes ahead. If it does, create a work order and write its number on the request.
- Tell the person who asked what was decided.
Limits
- It is not for emergencies. A form is too slow for a hazard. Follow your site's procedure for stopping equipment and reporting danger.
- A request is not approval. Work starts when the person responsible creates a work order.
- Paper needs a routine. Requests left in a tray are forgotten; agree when they are read.
Next steps
- Turn an approved request into a work order with the work order generator or the printable work order form.
- Read what a work order is and how it follows from a request.
Common questions
What should a maintenance request form include?
Who is asking and how to reach them, which equipment and where it is, what is wrong in plain words, when it was noticed, whether the equipment is stopped and how urgent it is. A second section records who received the request and what was decided.
What is the difference between a maintenance request and a work order?
A request reports a problem or asks for work; anyone can raise one. A work order is the instruction to do the job, created once the request is accepted, with tasks, an assigned person and a due date.
Who fills in the maintenance request form?
The person who noticed the problem fills in the top section. The person responsible for maintenance fills in the response section and, if the work is approved, writes the work order number on it.