Work order template: repair requests a tech can act on

A repair request in a text message says "the sink is broken". Which sink, since when, and can the tech come in while nobody is home? I want those answers on every request, so nobody makes a wasted trip.

Who it is for

Landlords, facilities managers, caretakers and small trade firms who take repair requests from tenants, staff or customers.

What each question is for

Where: building, room and a phone number, so the tech finds both the place and the person.
Trade and urgency: these sort the list, and the emergency choice goes first.
Summary and details: the one-liner is for scanning, the longer box for the tech's prep.
Permission to enter and visit times: saves a wasted trip.
Photo link: one picture often explains more than a paragraph.

What a requester's AI would ask

"Which room is the problem in?" Then "How urgent is it?" Then "May a tech enter if you are out?" It shows the answers and sends them only after a yes. See agent-fillable forms.

Before you use it

For a real emergency, such as a gas smell, tell people to phone. A form is not an alarm. This works as a work order form for requests. It does not schedule techs or send job tickets.

Pair it with a cleaning checklist for routine upkeep, or a vendor onboarding form for the trades you hire. Browse IT and operations forms and forms for home services and trades.

Questions

How do I know what to fix first?

Sort the CSV by `urgency`. Rows with the emergency choice are the ones you phone about. You can batch everything else by trade.

Can tenants send photos?

Not as uploads. The form has a link field, so a tenant can paste a link to a photo stored elsewhere.

Does the form assign the job to a technician?

No. It collects the request. You read the row, pick a technician and arrange the visit yourself. A signed webhook can pass each new response to another system if you want that.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Request a repair",
  "description": "Tell us what is wrong and where. The more exact you are, the faster someone can fix it.",
  "fields": [
    {
      "id": "requester_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "requester_phone",
      "label": "Phone number we can reach you on",
      "type": "phone",
      "required": true
    },
    {
      "id": "building_name",
      "label": "Building or address",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "room_or_area",
      "label": "Room, floor or area",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "trade_needed",
      "label": "Which kind of repair is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Plumbing",
        "Electrical",
        "Heating and cooling",
        "Carpentry",
        "Painting",
        "Appliance",
        "Locks and doors",
        "General repair",
        "Not sure"
      ]
    },
    {
      "id": "problem_summary",
      "label": "What is wrong, in one line?",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "problem_details",
      "label": "More details",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "urgency",
      "label": "How urgent is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Emergency, safety risk",
        "Today",
        "This week",
        "When convenient"
      ]
    },
    {
      "id": "first_noticed",
      "label": "When did you first notice it?",
      "type": "date"
    },
    {
      "id": "permission_to_enter",
      "label": "You may enter when I am not there",
      "type": "checkbox"
    },
    {
      "id": "best_visit_times",
      "label": "When is a visit easiest?",
      "type": "multi_choice",
      "options": [
        "Weekday mornings",
        "Weekday afternoons",
        "Weekday evenings",
        "Weekends"
      ]
    },
    {
      "id": "photo_link",
      "label": "Link to a photo of the problem",
      "type": "url"
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Request a repair","description":"Tell us what is wrong and where. The more exact you are, the faster someone can fix it.","fields":[{"id":"requester_name","label":"Your name","type":"short_text","required":true,"max_length":150},{"id":"requester_phone","label":"Phone number we can reach you on","type":"phone","required":true},{"id":"building_name","label":"Building or address","type":"short_text","required":true,"max_length":200},{"id":"room_or_area","label":"Room, floor or area","type":"short_text","required":true,"max_length":150},{"id":"trade_needed","label":"Which kind of repair is it?","type":"single_choice","required":true,"options":["Plumbing","Electrical","Heating and cooling","Carpentry","Painting","Appliance","Locks and doors","General repair","Not sure"]},{"id":"problem_summary","label":"What is wrong, in one line?","type":"short_text","required":true,"max_length":150},{"id":"problem_details","label":"More details","type":"long_text","max_length":1500},{"id":"urgency","label":"How urgent is it?","type":"single_choice","required":true,"options":["Emergency, safety risk","Today","This week","When convenient"]},{"id":"first_noticed","label":"When did you first notice it?","type":"date"},{"id":"permission_to_enter","label":"You may enter when I am not there","type":"checkbox"},{"id":"best_visit_times","label":"When is a visit easiest?","type":"multi_choice","options":["Weekday mornings","Weekday afternoons","Weekday evenings","Weekends"]},{"id":"photo_link","label":"Link to a photo of the problem","type":"url"}]}'

JSON definition

json

{
  "title": "Request a repair",
  "description": "Tell us what is wrong and where. The more exact you are, the faster someone can fix it.",
  "fields": [
    {
      "id": "requester_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "requester_phone",
      "label": "Phone number we can reach you on",
      "type": "phone",
      "required": true
    },
    {
      "id": "building_name",
      "label": "Building or address",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "room_or_area",
      "label": "Room, floor or area",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "trade_needed",
      "label": "Which kind of repair is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Plumbing",
        "Electrical",
        "Heating and cooling",
        "Carpentry",
        "Painting",
        "Appliance",
        "Locks and doors",
        "General repair",
        "Not sure"
      ]
    },
    {
      "id": "problem_summary",
      "label": "What is wrong, in one line?",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "problem_details",
      "label": "More details",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "urgency",
      "label": "How urgent is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Emergency, safety risk",
        "Today",
        "This week",
        "When convenient"
      ]
    },
    {
      "id": "first_noticed",
      "label": "When did you first notice it?",
      "type": "date"
    },
    {
      "id": "permission_to_enter",
      "label": "You may enter when I am not there",
      "type": "checkbox"
    },
    {
      "id": "best_visit_times",
      "label": "When is a visit easiest?",
      "type": "multi_choice",
      "options": [
        "Weekday mornings",
        "Weekday afternoons",
        "Weekday evenings",
        "Weekends"
      ]
    },
    {
      "id": "photo_link",
      "label": "Link to a photo of the problem",
      "type": "url"
    }
  ]
}

A work order template for repair requests