Repair Request Form Template for Netherlands

A Repair Request Form helps tenants and property owners in the Netherlands formally document maintenance issues and repair needs. This standardized form aligns with Dutch housing regulations and creates a clear paper trail for both parties, protecting their rights under the Dutch Civil Code (Burgerlijk Wetboek).

The form typically includes details about the repair needed, its location, when the issue was first noticed, and any safety concerns. Property managers must respond within reasonable timeframes set by Dutch rental law, making these forms essential for tracking maintenance obligations and resolving disputes through the Huurcommissie (Rent Tribunal) if necessary.

Submit a Repair Request Form as soon as you notice issues in your Dutch rental property - from leaky faucets and broken heating to structural problems. Filing this form promptly helps protect your rights as a tenant and creates an official record of the maintenance request under Dutch housing law.

Use the form anytime communication with your landlord about repairs needs documentation, especially for recurring problems or when verbal requests haven't worked. This becomes particularly important if you need to escalate matters to the Huurcommissie or demonstrate that your landlord isn't meeting their maintenance obligations under the Burgerlijk Wetboek.

• Basic Maintenance Form: The standard digital or paper form covering routine repairs like plumbing, electrical, or heating issues in residential properties
• Emergency Repair Form: A simplified version for urgent issues requiring immediate attention, often with checkboxes for critical safety concerns
• Commercial Property Form: More detailed documentation including business impact assessments and tenant improvement specifications
• Common Area Form: Specifically for repairs in shared spaces of apartment complexes (VvE properties)
• Follow-up Request Form: Used when previous repair attempts were unsuccessful or incomplete, referencing earlier maintenance history

• Tenants: Submit and track repair requests, providing detailed descriptions of maintenance issues in their rental properties
• Property Owners/Landlords: Receive, review, and respond to repair requests while maintaining compliance with Dutch housing regulations
• Property Managers: Process and coordinate repairs, often acting as intermediaries between tenants and maintenance contractors
• Maintenance Contractors: Execute repairs based on the documented requests and report completion status
• Housing Associations: Handle repair requests for social housing properties and ensure compliance with VvE regulations
• Huurcommissie: Reviews repair documentation when resolving disputes between tenants and landlords

• Property Details: Note your exact address, unit number, and relevant access information
• Issue Documentation: Take clear photos and videos of the problem, noting when it started and any safety concerns
• Previous Communications: Gather records of any prior verbal or written requests about this issue
• Contact Information: Include your phone, email, and preferred contact times
• Maintenance History: List any related previous repairs or maintenance work
• Access Instructions: Specify when and how maintenance workers can access the property
• Urgency Level: Clearly indicate if the repair is urgent or routine based on Dutch housing regulations

• Property Identification: Full legal address and unit details as registered with the municipality
• Party Details: Complete tenant and landlord information, including registration numbers
• Issue Description: Specific details of repairs needed, with reference to relevant rental agreement sections
• Timeline Section: Dates of discovery and reporting, aligned with Dutch reasonable response requirements
• Access Authorization: Terms for maintenance entry, conforming to privacy rights under Dutch law
• Safety Declaration: Statement about immediate risks or health hazards as per Bouwbesluit requirements
• Signature Block: Space for dated signatures from both tenant and property representative

A Repair Request Form differs significantly from an Incident and Non-Conformance Management Form, though both deal with property issues. Understanding these differences helps ensure you're using the right document for your situation.

• Purpose and Scope: Repair Request Forms focus specifically on maintenance needs and living conditions, while Incident Forms cover broader issues including accidents, safety violations, and compliance breaches
• Legal Requirements: Repair requests align with Dutch rental law and tenant rights, while Incident Forms often relate to workplace safety regulations and liability documentation
• Response Timeline: Repair requests typically require faster response times under housing law, whereas Incident Forms follow different regulatory timeframes based on severity
• Follow-up Process: Repair requests lead to specific maintenance actions, while Incident Forms often trigger investigations and preventive measures