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Buy us a coffee Hotels and guest accommodation · HG-21
A hotel room maintenance report form — one fault in one room, written up by whoever found it, a second half for who fixes it and a sign-off back into service.
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
Get a dripping tap or a dead kettle from the housekeeper who found it to the person who can fix it, on paper, with a record of whether the room could still be let in the meantime.
Housekeepers, reception staff and maintenance people in hotels, guest houses and serviced apartments — anywhere a room fault passes between more than one pair of hands.
One page, top to bottom:
Printed under the title: One fault in one room, written up by the person who found it and handed to whoever fixes it — what is wrong, whether the room can still be let, and what was done about it.
Two halves, two people. Fill in the top half when the fault is found and hand the sheet on; the bottom half is for the person who does the work. How quickly a fault has to be dealt with, and who may do which jobs, is set by your own house rules — this only records what happened and when.
Write-on lines: Room / area · Date found · Time · Found by
Write-on lines: Item or fitting · Location in room · Guest in residence?
Ruled lines: What is wrong
Write-on lines: Room can still be let? · Guest told? · Reported to · Time reported
Write-on lines: Attended by · Date · Time in · Time out
Ruled lines: What was done
Write-on lines: Parts used · Contractor called? · Cost, if any · Fixed / temporary / not fixed · Room back in service? · Follow-up needed · Housekeeping re-checked room · Date · Reception told it is back in service · Date
Ruled lines: Notes — anything the next person needs to know
Because how fast a fault has to be dealt with depends on your house — a blocked sink in a full hotel and one in an empty annexe are not the same job. The sheet records the time it was found and the time it was attended; your own rules say whether that gap was acceptable.
Tick the contractor box, write who was called in the notes, and mark the outcome as temporary or not fixed until they have been. The follow-up field is there so the sheet does not get filed as closed while the job is still open.
Stop the things one shift knew from disappearing when they go home — the late arrival, the room out of order, the contractor due at seven — by writing them down and having the next shift sign that they read them.
See at a glance which rooms are ready and which are not, without walking the corridor or ringing housekeeping, and have a record of when each room went back to reception.
Record the date something was reported as well as the date it was fixed, which is the pair of dates that actually matters.
Show what was reported, when, and how quickly it was dealt with — which is what disputes actually turn on.
Every sheet, binder, game and puzzle on Upkeep Papers is free to download, with no email and no account. Making them is not free: each one takes days of research, design and checking, and the site costs money to run. If something here saved you time, you can buy us a coffee. It is entirely optional: nothing is locked, and nothing changes if you don’t.
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