Facilities request template

Facilities teams handle a constant stream of requests, and without a clear system, those requests get scattered across emails, hallway conversations, and contractor calls. A facilities request template gives you a structured way to capture, organize, and act on every request that comes your way. In this article, you'll learn what a facilities request is, the benefits of using a template, what to include in your form, and how to manage everything in one place.

What is a facilities request?

A facilities request is a formal submission that tracks a proposed change, repair, or service need related to your organization's physical workspace. It's how employees, tenants, or contractors communicate issues to your facilities team so nothing falls through the cracks.

Common types of facilities requests include:

• Maintenance and repairs: Broken equipment, plumbing issues, or HVAC malfunctions

• Room bookings: Reserving conference rooms or shared spaces

• Equipment needs: Requesting new furniture, supplies, or technology

• Safety concerns: Reporting hazards or security issues

Without a standardized process for service requests, these requests arrive through different channels with incomplete information, causing delays. A facilities request form gives everyone a single, consistent way to submit and track their needs.

Benefits of using a facilities request template

A facilities request template helps your team work more efficiently from day one. Here are the key benefits:

• Centralize all requests: Funnel every request from email, chat, phone, and in-person visits into one organized list so nothing slips through the cracks.

• Capture complete information up front: Structured forms prompt requesters to share location, urgency, and request type, so you spend less time chasing down details.

• Improve response times: Organizing and prioritizing requests helps your team address urgent issues faster and set clear turnaround expectations.

• Gain visibility into request status: Everyone on your team can see what's been submitted, what's in progress, and what's been completed.

• Free up time for strategic work: Automating the intake process reduces busywork so your team can focus on higher-priority projects.

What to include in a facilities request form

A strong facilities request form captures the right details without overwhelming the person making the request. Here are the essential fields to include:

Requester information

• Captures name, department, and contact details

• Helps your team know who submitted the request and how to follow up

Request type

• Captures the request category, such as maintenance, cleaning, room booking, or equipment

• Helps route and prioritize requests automatically

Location details

• Captures building, floor, and room number

• Shows your team exactly where the issue is

Description

• Captures a free-text explanation of the need

• Gives your team the context they need to act quickly

Priority level

• Captures urgency, such as low, medium, high, or emergency

• Helps your team prioritize incoming work

Desired completion date

• Captures the target resolution date

• Helps your team plan workload and set expectations

Attachments

• Captures photos or supporting files

• Gives your team more context and reduces follow-up questions

How to plan and manage your facilities request project with our template

In the big picture, you're responsible for managing a secure location, budget, and lease. But day-to-day, new questions and requests constantly compete for your time, and it can be hard to keep track of every facility's needs. Our request template helps you organize incoming questions and gather the details you need to respond efficiently, whether it's about the budget, lease terms, or wall measurements.

• Make questions clearer. Via email, people don't always provide the right details. Our form gathers the information you need from employees to answer their questions or fulfill their requests.

• Track requests in one place. If questions and needs come at you in person, via email, and from contractors, it's easier to lose track. Instead, you can tackle your to-dos with one list.

• Leave time for priority work. If you constantly get distracted by day-to-day demands, it's hard to focus on bigger priorities. Creating a template helps you prioritize what you can tackle in a given time.

Simplify your facilities requests with Asana

Managing facilities requests doesn't have to be chaotic. With a free facilities request template in Asana, you can centralize every request, capture the right details from the start, and give your team clear visibility into what needs attention.

Ready to bring order to your facilities' requests? Get started with a free Asana template and see how much easier it is to manage your team's work in one place.

FAQs about facilities requests