A maintenance request is a location, a fault, and an access arrangement.

The four questions a technician needs

<form action="https://freelyform.com/f/FORM_ID" method="POST" enctype="multipart/form-data">
  <input type="hidden" name="_subject" value="Maintenance request">

  <label for="site">Site or unit</label>
  <input id="site" name="site" required>

  <label for="fault">What is wrong?</label>
  <textarea id="fault" name="fault" rows="3" required></textarea>

  <label for="urgency">Urgency</label>
  <select id="urgency" name="urgency" required>
    <option value="unsafe">Unsafe or unusable — needs attention today</option>
    <option value="degraded">Working but degraded — this week</option>
    <option value="cosmetic">Cosmetic — whenever convenient</option>
  </select>

  <label for="access">When can someone attend, and who lets them in?</label>
  <input id="access" name="access" placeholder="Weekdays 8–16, ask for Sam at reception" required>

  <label for="photo">Photo</label>
  <input id="photo" name="photo" type="file" accept="image/*">

  <button type="submit">Report it</button>
</form>

Photos are triage, not decoration

A photo answers questions the reporter did not think to mention: which model, how bad, whether the area is safe to work in, whether the part is accessible. One image routinely saves a return visit. Uploads must be enabled on the form with an image allowlist, and the attachments expire at the end of the retention window, so copy anything that has to outlive that.

Write the urgency bands down

The definitions are what make the bands usable. "Unsafe or unusable today" tells the reporter where the line is, and it gives you a defensible basis for a response time. Without definitions, every request is urgent and the schedule becomes a queue of complaints.

The record is the asset's history

A machine or a room that has been reported four times in a year is a replacement conversation, not a repair. That argument only exists if the reports were stored as records with dates and descriptions rather than handled as phone calls. The form is how the history accumulates.