Property & rentals 2 signers 2 pages 15 blanks to fill in

Tenant Maintenance Request Form

Report a repair in writing — what, where, how urgent and how to get in — and keep the landlord's response on the same signed page.

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Tenant maintenance request
The blanks in brackets are what you fill in. FileIt adds each signer’s signature and date boxes.
Tenant maintenance request — page 1 of 2
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Tenant maintenance request — page 2 of 2
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Use this template Fill in the blanks, name who signs, and send — from FileIt eSignature.

What is a tenant maintenance request?

A repair reported in a hallway chat or a quick text is easy to forget. A written maintenance request gives the landlord the details they need to send the right person, and gives the tenant a dated record that the problem was reported.

This form covers the type of problem, exactly where it is, what has been happening and how urgent it is. The tenant chooses whether the landlord's team may come in when nobody is home or only by appointment, and adds access notes such as pets or gate codes. A second section lets the landlord record the response, the scheduled visit, the contractor and the completion date.

Best for
Reporting a non-emergency repair in a rented home
Signed by
Tenant submits; landlord or manager records the response
Urgency levels
Emergency, urgent or routine
Length
2 pages

When to use a tenant maintenance request

  • A dripping pipe or a toilet that won't stop running
  • Heating or hot water that has stopped working
  • Mould spreading on a bedroom wall
  • A broken window latch or a sticking front door lock
  • A building manager who wants every repair request in the same format

What you fill in

15 blanks, then the name and email of each person who signs: tenant, landlord.

1 Who and where

  • Date of the request*
  • Tenant name(s)*
  • Best phone or email to reach the tenant*
  • Landlord or managing agent*
  • Address of the rented property*

2 The problem

  • Type of problem* plumbing (leaks, taps, toilets, drains) · heating, cooling or hot water · electrical (lights, sockets, switches) · an appliance provided with the Property · doors, windows or locks · walls, ceilings, floors or stairs · damp, mould or ventilation · pests
  • Where in the property*
  • What is wrong*
  • How urgent* Emergency — a risk to safety or of serious damage (also phone the emergency contact) · Urgent — needs attention within a few days · Routine — it can wait for a convenient appointment

3 Access

  • Permission to enter* The Tenant gives permission for the Landlord and its contractors to enter to inspect and carry out this repair, even if no one is home, on the date agreed. · The Tenant gives permission to enter for this repair only when the Tenant or another adult is at home. Please arrange a time first.
  • Access notes (optional)

4 Landlord's response

  • Landlord's response (optional)
  • Visit scheduled for (optional)
  • Who will do the work (optional)
  • Work completed on (optional)

5 Who signs

  • Tenant signature and date · The tenant reporting the repair.
  • Landlord signature and date, job title · The landlord, property manager or maintenance coordinator who responds to the request.

What the tenant maintenance request covers

  1. The repair needed
  2. Access
  3. Tenant's confirmations
  4. Landlord's response

Using the tenant maintenance request, step by step

1 Say who and where

Enter the tenant's name and contact details, the landlord and the property address.

2 Describe the problem

Pick the type of problem, say where it is, describe what is wrong and when it started, and choose the urgency.

3 Set the access

Choose whether entry is allowed when nobody is home or only by appointment, and add any notes about pets, keys or best days.

4 Send it to the landlord

Sign and send. Fill in the response section now if it is already agreed, or leave it blank for the landlord to complete.

Tips before you send it

  • For a true emergency such as a gas smell, flooding or no heat in freezing weather, phone first and use this form as the written follow-up.
  • Take dated photos of the problem and keep them with the request in your vault.
  • Be specific about location, for example "the back bedroom, left of the window", so the contractor brings the right parts.
  • If the repair isn't done by the scheduled date, send a short written follow-up rather than starting again.

Sign it online in minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Use the tenant maintenance request template — it’s free

Tenant maintenance request: frequently asked questions

Does giving permission to enter let the landlord come in any time?

No. The permission covers only the repair described, on the date agreed, and the form says it does not widen any right of entry under the lease or the law.

Who pays for the repair?

That depends on the lease and local law. The form records the request. The tenant confirms that if they, their household or a guest caused the damage, the landlord may ask them to pay the reasonable cost as the lease allows.

Can the landlord fill in the response later?

Yes. Leave the response fields empty and they print as blanks. You can also place a text box for the landlord in the FileIt editor before sending, so they type it in when they sign.

Is an electronically signed repair request valid?

For a written request and response like this, electronic signatures are widely accepted, including under the US ESIGN Act and UETA, eIDAS and UK law. FileIt keeps the audit trail and certificate with the signed PDF.

Use this template — free