Get a Custom Service Request Form Template

Kendall Kunz

A service request form is a document used to formally request a service, repair, or maintenance task. It helps streamline communication between the requester and the service provider by clearly outlining what needs to be done, when, and any specific details required.

These forms are used by organizations and individuals across various industries. IT departments use them for tech support requests, facility managers use them for maintenance and repairs, and customer service teams use them to handle client inquiries efficiently.

Looking for a service request form template? Click on the button below to start a free trial of Forms On Fire. You will get instant access to our database which includes a service request form template you can quickly customize to your needs.

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If you continue reading, we'll walk you through what a service request form should include, provide an example template, and share tips for storing and organizing your reports. Plus, we'll show you how to quickly create a custom service request form using ready-made templates.

What should a standard service request form include?

Service request forms come in different types, depending on the service being requested. For example:

A vehicle service request form is used to schedule car maintenance.
An IT service request form helps employees request tech support
An HR service request form allows employees to submit requests related to benefits, payroll, or workplace concerns.
A maintenance service request form is used in various industries to schedule repairs or regular servicing of equipment, buildings, or other assets.

Regardless of the type, a well-structured service request form should capture the necessary details to ensure efficient processing and quick resolution.

Here are the recommended info that a standard service request form should capture:

Requestor’s name and contact information: Identifies who is making the request and how they can be reached for follow-up.
Department or company (if applicable): Helps direct the request to the right team, especially in larger organizations.
Date of request: Provides a clear record of when the request was made.
Detailed description of the request: Clearly explains the issue or service needed, helping service providers understand the scope of work.
Equipment or asset information: If the request involves a specific piece of equipment (a laptop, an apartment, a conveyor belt…), this section helps locate and identify it by covering basic info like asset location and asset ID number.
Request tracking number: Helps both the requester and service provider keep track of the request’s status.
Approval section: Some requests require managerial approval before processing.

Optional fields to include:

Priority level: Allows the requester to indicate urgency (low, medium, high) to help with task prioritization.
Supporting documents or attachments: Allows users to upload images, receipts, or other relevant files.
Cost estimate (if applicable): Provides an estimated cost for the requested service, often used in maintenance or external vendor requests.
Preferred date and time (if applicable): Useful for scheduling services that require an appointment.
Additional notes: A section for any extra details that might help with fulfilling the request.

A well-structured service request form ensures that all necessary details are provided upfront, reducing back-and-forth communication and speeding up resolution times.

A sample service request form built using Forms On Fire

With Forms On Fire no-code platform, you can build almost any digital form or app you can think of.

Below is an example of a simple property maintenance request form some of our clients use to capture maintenance requests and keep all of their records in one place.

A sample property maintenance service request form built using Forms On Fire.

Tips for storing and organizing service request forms

Here are some best practices for storing and organizing service request forms effectively:

Use a digital system: Storing service request forms electronically in a cloud-based system like Forms On Fire makes it easier to search, track, and retrieve records when needed.
Assign tracking numbers: Give each request a unique reference number so anyone can track progress and locate specific forms quickly. If you are using mobile forms built through Forms On Fire, the system will do that automatically.
Maintain a request log: Keeping a master log of all submitted requests, including their status (pending, in progress, completed), ensures no request is overlooked.
Set up automated workflows: If possible, use software that automatically sorts, assigns, and updates request statuses, reducing manual work.
Ensure secure storage: If handling sensitive information, ensure forms are stored securely, with access restricted to authorized personnel. If you are using a digital tool, ask them about the security certifications they have.
Archive completed requests: Move resolved requests to an archive folder or database to keep active files manageable while preserving records for future reference.
Regularly review and clean up records: Periodically delete or archive outdated requests to keep your system organized and efficient.

By implementing these practices, you can ensure smoother service request handling, reduce response times, and maintain a well-organized system for tracking and managing requests.

Create a custom service request form

Creating a service request form from scratch can be time-consuming. That’s probably why you’re here!

No-code form builders like Forms On Fire offer a variety of professionally designed templates that you can easily customize to fit your needs. These templates are mobile-friendly and take the hassle out of formatting, layout, and deciding what fields to include.

Here’s how you can get started:

Start a free trial of Forms On Fire: Sign up to explore our collection of templates.
Find the service request form template: Browse the available templates and use the search bar to find the one that best fits your requirements.
Customize the template: If needed, modify fields to match your organization’s workflow, adjust the design for branding, and ensure it meets any internal policies. Everything is done through a drag-and-drop editor and requires no coding.
Test the form: Share it with your team or department for feedback and make necessary adjustments before rolling it out. Our amazing customer success team will help you out if you get stuck on any of these steps.