Describe what you manage. Makeform creates a damage claim form for claimant details, the incident timeline, affected items, witnesses, and supporting photos.
Route damage reports to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, tailor it, or send it into the Makeform builder. Every example is editable.
Audience
Tenants reporting damage to a property manager
Format
Incident report with room details and photos
Prompt size
265 chars
Example form structure
Incident report with room details and photos
Tenant, property address, and unit
When did the damage occur or get discovered?
Room and affected fixture
What happened, and can you upload photos?
Suggested routing tags
New claim
Needs review
Follow-up requested
Ask for both a wide scene photo and close-ups. The wider view supplies location context while detail shots show the reported damage.
Step 1
Identify
claimant, location, item, and reference
Step 2
Document
timeline, description, photos, and files
Step 3
Triage
safety, severity, ownership, and next action
Step 4
Follow up
review status and claimant communication
Why structured claims help
A structured damage claim form gathers location, timing, item, and urgency at first contact.
Separate occurrence, discovery, reporting, and service dates clarify the timeline.
Photos, receipts, and inspection notes stay with the claim.
Severity, location, asset, and safety answers guide routing.
Adapt it to the claim
Choose the closest audience, then add your properties, assets, references, and routing rules.
Unit, room, fixture, access preference, safety concern, and tenant photo fields for property teams.
Order or booking reference, itemized loss, requested resolution, receipts, and contact preference.
Reservation, room, affected amenity, guest contact permission, usability, and staff follow-up.
Asset ID, operating status, incident location, affected components, and damage-prevention actions.
Claim intake workflow
Describe what can be damaged, who reports it, and what reviewers need.
Name the property or asset, submitter, facts, and required evidence.
Require identifiers, add real choices, and reveal relevant follow-ups.
Route submissions by location, severity, or claim type.
Inspect the issue, request missing information, and record next steps.
Form vs email vs generic template
The best method depends on how often claims arrive and how many people review them. Structure matters when evidence, urgency, and follow-up ownership can differ.
Field guide
Build the form around six information groups. Adjust the wording and required fields to match your review process, and avoid asking for sensitive details you do not need.
Claimant and reference
Capture enough information to find the related account, tenancy, reservation, order, contract, or job.
Location and affected property
Use structured location and item fields. Ask for a model, serial number, age, or prior condition when useful.
Incident timeline
Occurrence, discovery, and reporting may happen at different times. Capture each relevant date.
Narrative and people involved
Ask for events in order and separate observations from assumptions. Then collect details about other people involved.
Photos and documents
Give specific upload instructions: request a scene overview, close-ups, and relevant records.
Severity and follow-up
Ask about active hazards or ongoing damage, then collect access and contact preferences.
Related tools
Pair claim intake with inspection, incident, repair, maintenance, and warranty forms that fit the same operation.
Record room-by-room condition and attach inspection photos before or after a reported issue.
Open toolCapture the wider incident, people involved, witnesses, actions, and supporting evidence.
Open toolRoute repair needs that do not require a separate claim intake process.
Open toolTurn an identified problem into a scoped repair request for the responsible team.
Open toolCollect asset condition, symptoms, downtime, and maintenance details for damaged equipment.
Open toolCollect purchase, product, defect, and supporting details for a warranty review.
Open toolFAQ
Practical answers for property managers and businesses organizing damage reports from tenants or customers.
It lets a tenant or customer report damaged property in a consistent format, connecting claimant, reference, item, timeline, description, photos, and follow-up details.
Include contact and reference details, location, affected item, incident and discovery dates, description, people involved, immediate actions, safety status, and photos. Add value or access fields when relevant.
Yes. Request a wide location image, close-ups, and multiple angles. You can also request receipts, prior photos, invoices, inspection notes, or other documents.
Show emergency instructions first and ask about active hazards or continuing damage. Use answers to prioritize review. Keep your emergency contact route available outside the form.
Yes. Add a repeated section for each item with its identity, prior and current condition, value, claimed amount, and files. Conditional questions can shorten fixed inventories.
Yes. Makeform is unlimited free for generating, editing, publishing, and collecting responses. The paid tier removes the Makeform badge.
Yes. Show unit fields for property, order fields for goods, reservation fields for hospitality, or asset fields for equipment while keeping shared claim questions visible.
Submissions arrive in your Makeform inbox and can connect with Google Sheets, Slack, or Zapier. Consistent reference, location, type, and status values help staff sort them.
Turn a damage report into organized intake.
