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HOA Maintenance Request Form, Work Order and Log

Three free forms that keep repairs moving: a maintenance request owners can fill in, a work order for vendors and a log that tracks every issue to completion. Download each one for Word, and the log for Excel too.

Open the Forms See who maintains what in California

Free board tool

Fill In a Request, Work Order or Log

1Your association

Used on all three forms. Leave any field blank to print a blank line that can be filled in by hand.

2Maintenance request

Fill it in for an owner who called, or leave it blank and print copies for the office and the website.

Everything you enter stays in your browser and is saved there so you can come back later. Nothing is sent to How2HOA. The guidance follows California Civil Code section 4775, reviewed November 2026, and your CC&Rs can change who maintains what. This tool is general educational information, not legal advice. Check with your association’s attorney about your situation.

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How the forms work

The Rules Behind the Forms

Unless the CC&Rs say otherwise, the association maintains the common area and each owner maintains their own home.

The forms point to who is usually responsible. Here’s what California law says and what is simply good practice.

  • Common area. The association repairs, replaces and maintains the common area unless the declaration (the CC&Rs) provides otherwise (section 4775).
  • The owner’s home. Each owner repairs, replaces and maintains their own separate interest unless the declaration provides otherwise (section 4775).
  • Exclusive use common area. For areas such as balconies, patios and assigned parking, the owner maintains and the association repairs and replaces, unless the declaration provides otherwise (section 4775). See Exclusive Use Common Area Explained.
  • Utility outages. When an interruption of gas, heat, water or electrical service begins in the common area, the association is responsible for the repairs needed to restore it, even if the problem extends into a home or an exclusive use area. That doesn’t apply if the declaration says otherwise or a utility provider must repair the part. The board must start the repair process within 14 days of the interruption (section 4775).
  • What’s good practice. Written requests, numbered work orders, spending limits, license and insurance checks and a running log aren’t required by the Davis-Stirling Act. They create a record of what was reported, who approved the work and what it cost.

For the full breakdown, see California HOA Maintenance and Repair Responsibilities and Who Pays for Repairs in an HOA?

How to use it

Running Repairs From Report to Close

Every repair should leave a paper trail: who reported it, who approved it and what it cost.

Use the three forms together. Each step below is good practice unless it says it’s the law.

  1. Enter the association details once. The name, contact and emergency line carry onto all three forms.
  2. Give owners a request form. Print a blank copy for the office, or fill it in when someone calls. Asking where the problem is lets you check responsibility early.
  3. Check who is responsible. Read the CC&Rs, then the Maintenance Responsibility Matrix. If gas, heat, water or electrical service is out because of a common area problem, the 14-day rule is the law.
  4. Issue a numbered work order. Set a not-to-exceed amount and record who approved the work. The Vendor Comparison Worksheet helps when you’re choosing between bids.
  5. Check the vendor first. Look up the contractor’s license on the Contractors State License Board website and keep insurance certificates on file. How to Hire a Contractor for Your HOA covers the rest.
  6. Log it and close it. Add each issue to the log, update the status as work moves and review open items at board meetings. Download the log for Excel to keep a running file with the association’s records.

Sources

The Law Behind This Page

The legal points on this page come from the official text. Each link below opens it in a new tab.

Civil Code sections: 4775

Other sources: Contractors State License Board: Check a License

Keep going

Related Resources

California HOA Maintenance Responsibilities

Who maintains, repairs and replaces what.

Maintenance Responsibility Matrix

Component by component, who is usually responsible.

How to Hire a Contractor for Your HOA

Bids, licenses and contracts.

Exclusive Use Common Area Explained

Balconies, patios and parking spaces.

All Board Tools

Checklists, calendars and templates for HOA boards.

California HOA Board Toolkit

The board templates in one free Word file.

Get help

Want Help Keeping Up With Repairs?

A professional management company can take maintenance calls, manage vendors and keep the log current, so the board can focus on decisions.

Explore HOA Management Compare management options

Last reviewed November 2, 2026. Source: Civil Code section 4775. By the How2HOA Editorial Team. This tool is general educational information, not legal advice. Check with your association’s attorney about your situation.

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