Describe your reporting needs. Makeform creates a property damage report form for locations, event details, photos, safety concerns, and contacts.
Send damage reports to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose or adapt a prompt. The structure is an example, not a live result.
Audience
Apartment residents reporting damage to management
Format
Mobile-friendly report with photos and urgency routing
Prompt size
237 chars
Example form structure
Mobile-friendly report with photos and urgency routing
Reporter, building, and unit
Where is the damage?
What happened and when?
Is there an immediate safety concern?
Photos of the area and damage
Suggested routing tags
Urgent safety issue
Needs assessment
Repair scheduled
Request both damage close-ups and a wider view that identifies the location.
Step 1
Locate
property, building, room, and affected asset
Step 2
Document
timeline, damage details, and supporting photos
Step 3
Triage
safety concern, habitability, and repair priority
Step 4
Route
manager, maintenance team, insurer, or vendor
Clear reports from the start
A structured form gathers location, timing, safety conditions, and visual context together.
Use building, floor, unit, room, and asset fields so reviewers know where to look and how to arrange access.
Keep overview photos, close-ups, receipts, and estimates with the reporter's description.
Use safety questions to tag reports for immediate attention, assessment, repair, or follow-up.
Made for property workflows
Choose a use case, then adjust properties, categories, instructions, and notifications.
Residents identify their unit, explain damage, add photos, share access preferences, and flag hazards.
Managers record comparable observations across rooms, buildings, and common areas.
Claimants provide a timeline, affected areas, mitigation steps, contacts, and documents.
Route location details and visual evidence while preserving the original report.
Reporting workflow
Collect the details needed to locate, understand, prioritize, and route the issue.
Name the reporters, properties, locations, and damage categories they should choose.
Edit required fields, upload instructions, hazard questions, and damage-specific follow-ups.
Share or embed the form, then configure notifications for the receiving team.
Separate urgent review from routine assessment and hand records to maintenance or claims staff.
Report form vs email vs paper
A dedicated form asks every reporter for the same essentials and their account.
Field guide
Strong reports establish who, where, what, when, concerns, and evidence.
Reporter and contact
Collect the reporter's name, role, contact method, and relationship to the property. Include their unit or site assignment.
Property and location
Use structured choices for site, building, floor, unit, room, area, and asset. Add optional details for a specific window, wall, pipe, or fixture.
Event and timeline
Incident and discovery dates may differ. Ask for both when known and request a chronological account that separates observations from assumed causes.
Safety and urgency
Ask separately about active water, fire, electrical exposure, glass, unstable materials, blocked exits, utility loss, injury, and displacement. Show your emergency instructions.
Damage scope
Offer water, fire, weather, impact, vandalism, structural, appliance, and contents categories. Ask about dimensions, rooms, visible materials, and continuing change without demanding a diagnosis.
Photos and documents
Request a wide location photo, close-ups, and optional video when movement or leaking matters. Allow relevant receipts, estimates, inventories, or inspection records.
Related tools
Use focused forms to document damage, inspect property, request work, and approve maintenance.
Create room, system, and exterior checks for follow-up assessment.
Open toolGive residents a route for repair needs outside a damage incident.
Open toolCollect repair scope, location, access, scheduling, and images.
Open toolRecord a broader incident when property damage is one part.
Open toolDocument baseline condition before a resident takes possession.
Open toolStandardize review of maintenance work, costs, and next steps.
Open toolFAQ
Answers for property managers, insurers, maintenance teams, and residents.
It lets a tenant, staff member, owner, inspector, or policyholder document damage consistently. It records the reporter, location, dates, observations, safety concerns, actions, photos, and contact details for assessment and routing.
Include reporter contacts, exact location, incident and discovery dates, damage category, affected areas, factual description, hazards, actions, access instructions, and photos. Insurance intake may also need a reference, witnesses, receipts, inventories, or estimates.
Yes. Request a wide location image, damage close-ups, and an identifying view. Captions clarify each image. Tell reporters not to enter unsafe areas for a photo.
Show emergency instructions early and ask separately about water, fire, electricity, unstable materials, blocked exits, injury, and displacement. The form should not delay an emergency call. Route flagged submissions to the appropriate contact.
Yes. Show leak and shutoff questions for water, entry-point questions for vandalism, or roof and utility questions for storms. Conditional branches shorten the main form while gathering event-specific details.
Yes. Makeform provides unlimited free forms and responses. You can generate, edit, publish, and receive submissions without a usage cap. The paid tier removes the Makeform badge.
No. A submission records reporter-supplied information and files; it does not establish cause, responsibility, coverage, repair scope, or claim outcome. Relevant reviewers assess it under their procedures and may request more information.
Use consistent property, area, damage, and priority choices, then send submissions to your inbox or connected workflow. Assign a reference, record the reviewer, request missing details, and preserve the original account and uploads.
Replace scattered messages with complete damage reports.
