Make the location unmistakable
Start with the campus or building, then the floor, room, and part of the room where the issue appears. A work-order number is useful once the request exists, but the initial description needs enough detail for a technician to find the right place.
Describe what was observed
Explain what changed, when it was noticed, and whether the area is still usable. You do not need to diagnose the cause. The difference between a water stain observed after rain and a confirmed roof defect matters when the team decides what to inspect.
Include contact and access details
Give the name of the person who can answer questions, their preferred contact method, and any access windows or escort requirements. If text messages are appropriate, record that preference. A complete request reduces time spent tracking down missing information.
Use photos or a voice note for context
Photographs can show the issue and its surroundings. A short voice note is helpful when typing is inconvenient; speak the location and desired outcome clearly. If you read an automated transcript, confirm important details by listening to the original recording. For immediate danger, call 911 first. For emergency building support, use the direct emergency contact rather than relying on a newly submitted request.