Templates
School maintenance request form: the Excel template and what every report needs
In a school a teacher spots the fault at quarter past eight, mentions it to the caretaker in the corridor and, if the building is publicly owned, the council ends up fixing it days later. The report is what keeps the thread: what is wrong, in which classroom, whether the class had to move, who it was passed to and when it was fixed. Here is the Excel template and, column by column, what each piece of data is for.
The short answer
A school maintenance request form is the record of each fault in the building from the moment someone sees it until it is fixed. To be useful it needs a number, the date and time reported, the classroom or area, what is wrong, the urgency, whether lessons are affected, who fixes it, when it was passed on if that is not the school's own staff, and when it was fixed. Never a pupil's name: the report is about the classroom, not about people.
The fields, one by one
| Column | What it is for |
|---|---|
| Report no. | One number per fault, to refer to it clearly in the office and with the council. |
| Date and time reported | When the fault started counting: what you show if the repair is delayed. |
| Classroom or area | Where it is: classroom, toilets on that floor, gym, playground, canteen. |
| Fault | What is wrong, in the words of whoever saw it. No pupil names. |
| Photo (link) | So whoever fixes it arrives knowing what to bring. |
| Urgency | Anything affecting safety goes before everything else. |
| Reported by | Who saw it: caretaker, a teacher, cleaning, canteen or management. |
| Affects lessons | Whether a class has to move or an activity is cancelled. |
| Fixed by | The school's own staff, a contractor or the council. |
| Passed on (date) | When it was passed to whoever fixes it, if not the school's own staff: the date you need to be able to prove. |
| Fixed (date) | Closes the report. Without this date, the fault is still open. |
| Work done | What was changed: shows which classrooms and equipment keep failing. |
These are the columns of the Excel file, in the same order.
When the building belongs to the council
In Spanish state pre-primary, primary and special education schools, the upkeep, maintenance and supervision of the building fall to the town council (Organic Law 2/2006 on Education, additional provision fifteen, section 2). The school does not repair the boiler or the roof: it reports. That is why the template keeps the date the fault was passed on apart from the date it was fixed. If a window takes three weeks, what you can show is the day it was requested.
In secondary schools and in many state-funded and independent schools, maintenance is handled by the education authority, the school's owner or a contracted firm. The «Fixed by» column covers all three and, filtered, shows how long each one takes.
How to use it during the school year
- One row per fault, with a sequential number. If the radiator in classroom 12 fails again in February, that is a new report: it shows the fault keeps coming back.
- Anything affecting safety (a loose socket, an emergency door that will not open, a broken playground fence) is also reported in person or by phone. The spreadsheet records; it does not alert.
- Mark «Affects lessons» when a class has to move or an activity is cancelled: it is the fact that weighs most when chasing a delayed repair.
- Record the date it was passed to the council or the contractor, and how (email, form, call) under «Work done».
- Once a term, filter by classroom and by fault: what keeps coming back needs replacing, not repairing.
Worth knowing
The usual failure is not in the columns, it is in the path: the teacher tells the caretaker, the caretaker tells the office and the office sends an email when it can. Every step is a place where the report gets stuck. A shared spreadsheet shortens the path only if someone looks at it every morning.
Is a fault log compulsory?
Not in that format, as far as we know in Spain. Royal Decree 486/1997 on workplaces asks for workplaces and their installations to be maintained and checked periodically (annex II, section 4), not for a log of reports with times. What does have dates are the checks on the building's installations (extinguishers, electrics, heating), which are in school regulations. The report is the other half: what breaks between one check and the next.
Frequently asked questions
What is a maintenance request form in a school?
The record of a fault in the school from the moment someone sees it until it is fixed: in which classroom, what is wrong, whether lessons are affected, who fixes it, when it was passed on and when it was fixed.
Who repairs faults in a Spanish state school?
In pre-primary, primary and special education schools, the town council: the Organic Law on Education gives it the upkeep, maintenance and supervision of the building (additional provision fifteen, section 2). Elsewhere, whoever owns the building or holds its maintenance contract.
Can pupils' names go on the report?
There is no need and it is better not to: the report says the classroom and what is wrong. If a fault involves a pupil, that goes through the school's own channels, not the maintenance log.
Is a fault log compulsory for a school in Spain?
Not in that format, as far as we know. Royal Decree 486/1997 asks for periodic maintenance and checks of workplaces, not a log of reports with times. The checks on the building's installations do have dates.
Excel or an app?
A spreadsheet is enough to record faults and see which classrooms fail most. What it cannot do is alert: someone has to open it and pass it on. An app, or WhatsApp connected to a system, takes the report to whoever fixes it and chases what nobody has taken.
Templates
- Hotel maintenance request form: Excel templateThe spreadsheet to log faults in a hotel, with twelve columns explained and how to use it so nothing stays open.
- Restaurant preventive maintenance plan in ExcelThe spreadsheet with a restaurant's checks already written in: what is due, how often, who does it and which rule requires it, with compulsory and recommended kept apart.
- Compulsory inspections calendar for premisesThe spreadsheet with the nine compulsory checks a business in Spain most often has: how often, who does it, which rule requires it and where it usually applies.