Make a maintenance request easier to triage

A precise location and an observable description help the Facilities team understand what needs attention. This fictional example uses Northstar Works; the workshop image is contextual and does not depict its workplace.

Hand tools organized on a workshop tool board above a wooden bench

Include the details that identify the issue

Give the reviewer enough context to locate and understand the fault.

Name the asset and location

Give the building, level, nearby room or landmark, and the affected item when known. Avoid relying on a vague area name alone.
  • Cedar building, level 2
  • East meeting-room corridor, outside room 2E
  • Ceiling light fixture

Describe what you observe

State what the item is doing and when you noticed it. Describe the symptom rather than guessing at its cause.
  • Flickers intermittently
  • First noticed this morning
  • Visible from the corridor

Add useful evidence when permitted

If the authorized request route allows it, include a clear image that helps identify the location or asset. Follow local rules for photography and avoid capturing people or sensitive information.
  • Frame the fixture and a nearby room sign
  • Use a short, factual caption
  • Do not include unrelated personal or confidential material

Worked example

Northstar Works — Cedar building, level 2, east meeting-room corridor: The ceiling light outside room 2E flickers intermittently. First noticed this morning; the fixture is visible from the corridor. The attached photo shows the fixture and nearby room sign.

This example identifies where the issue is, what is happening, when it was noticed, and what the image shows. It does not diagnose the cause or claim a request has been submitted.

Prepare the report in this order

Use the authorized request route for your workplace.

  1. 1

    Locate the issue

    Record the building, floor, room or nearby landmark, and asset or fixture if identifiable.
  2. 2

    Describe the symptom

    Write what you can observe and when it started or was last noticed. Do not present a guessed cause as fact.
  3. 3

    Add relevant evidence

    Attach a clear image or other permitted detail only through the authorized route and in line with local rules.
  4. 4

    Choose the established route

    Submit through the authorized facilities request system. If the situation may require urgent attention, follow your organization’s established urgent-reporting route; this page does not define urgency or emergency policy.

Specific details reduce guesswork

Examples of clearer wording; use the location names employees recognize at your workplace.

Location
More useful:
Level 2, east corridor, outside room 2E
Less specific:
Near the meeting rooms
Symptom
More useful:
Ceiling light flickers intermittently
Less specific:
Lighting problem
Timing
More useful:
First noticed this morning
Less specific:
It has been like this
Evidence
More useful:
Photo shows the fixture and nearby room sign
Less specific:
See attached

Need help choosing a route?

Facilities and Sustainability team
Help with facilities request routes and request references
Department: Facilities and Sustainability
Locally designated urgent-reporting route
Use the established local route when a situation may need urgent attention

Follow the work order

After submitting through the authorized request system, keep the confirmation or work-order reference it provides. Use that system’s available updates to follow the request. If you cannot find the reference or are unsure of the next step, contact the established Facilities help route.

A help contact can explain where to go; it does not submit or track a request on your behalf unless the organization’s process explicitly says so.