Quality & Process
Maintenance Request
MyPMP
QMS Template
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Saving to the cloud (sync across devices) is a paid feature. Unlock Maintenance Request for $1/mo, or get everything with membership ($9/mo or $99/yr).
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Quality & Process
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About the Maintenance Request template
A Maintenance Request is a formal record used to report a fault, malfunction, or servicing need for an asset, facility, or piece of equipment so it can be triaged and actioned. It captures who reported the issue, what needs attention, and how urgent it is, creating a clear audit trail from report to resolution. Standardising requests reduces downtime, prevents lost tickets, and helps track recurring problems.
It's part of My QMS, MyPMP's Quality Management System: fill it in online, personalize it with your name and logo, then export a clean, branded PDF. Your work auto-saves in your browser.
When to use a Maintenance Request
- βΈA machine, HVAC unit, or piece of equipment breaks down or shows early warning signs
- βΈA tenant, employee, or operator reports a facility fault such as a leak or electrical issue
- βΈScheduling routine or preventive servicing that needs a documented work order
- βΈEscalating a safety hazard that requires prompt corrective action
What a good Maintenance Request includes
- βRequest ID, date submitted, and requester name and contact
- βAsset or location identifier, including make, model, or serial number
- βClear description of the problem and when it was first observed
- βPriority or urgency level tied to safety and operational impact
- βAssigned technician or department and target completion date
- βStatus tracking, resolution notes, and downtime or cost recorded
What's inside this template
The interactive form above gives you:
Purpose / summaryScope / detailsApproach / bodyDeliverables / outcomesNotes & sign-off
Tips & common mistakes
- π‘Set priority against defined criteria (safety, downtime, cost) rather than gut feel, so urgent jobs are not buried
- π‘Require a specific asset ID or location; vague descriptions like broken door waste triage time
- π‘Capture resolution notes on close-out to spot recurring failures worth a root-cause review
How it works
- 1. Fill it in β type directly into the fields, tables and sections above.
- 2. Brand it β add your organization name and logo with the Branding button.
- 3. Export β print to PDF, or become a member to white-label and sync across devices.
FAQ
How do you prioritise maintenance requests?οΌ
Rank each request by its impact on safety, operations, and cost, then apply a consistent priority scale such as emergency, urgent, routine, or scheduled. This ensures hazards and production-critical faults are addressed before cosmetic or low-impact items.
What is the difference between a maintenance request and a work order?οΌ
A maintenance request is the initial report that something needs attention, submitted by a user or operator. A work order is the approved, planned job created from that request, detailing tasks, parts, labour, and assignments.
Who can submit a maintenance request?οΌ
Typically any employee, operator, or tenant who identifies a fault or servicing need, though larger organisations may route requests through a supervisor or a facilities help desk for triage before assignment.
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