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10 Best Project Request Form Templates for Teams

Projects are of various kinds, each with its own needs. Every project, like a software development project, for example, starts with an idea. But an idea alone isn’t enough to make the project successful. 

To build the idea into a working solution, you must understand its goals, expected outcomes, delivery standards, success measures, etc. A good project request form template will curate all this and more.

What is a Project Request Form Template? 

A project request form is a list of questions that business teams must answer while requesting any work to be done. It is a formal process for project teams to collect all the necessary details before they get started.

A project request form template is a foundational list of questions already set up and ready to add to your workflow. For example, if the finance team needs an interactive digital interface to collect invoices from vendors, the project request form template will have questions such as: 

  • Who is the audience for this project? E.g., Vendors, contractors, freelancers
  • What platform would they use it on? E.g., Web, Android
  • What is the goal? E.g., Reduce processing time, automate entry into ERP
  • How many users will it have? E.g., Around 200 each month
  • What features do you need? E.g., Create a user account, save user details, upload PDF, auto-extract information to ERP

As the team executing the project, you can capture whatever details you need in this form. 

What Makes a Good Project Request Form Template?

A good project request form template provides clarity and context to the requester and the project team. It enables the requester to: 

  • Clarify their idea and think it through
  • Build a business case for the project
  • Establish goals and metrics

It enables the project team to:

  • Understand needs clearly
  • Estimate the time and resources needed
  • Prioritize and schedule the project 
  • Minimize project management risks

Components of a good project request form template

A good project request form template aims to paint a clear big picture while zooming in on the details. 

Goals and objectives: Why this project is needed? How will people use it? What value will it add to the business?

Project workflow: What process should the project follow?

Expected deadlines: When does this project have to be completed? Why the chosen deadline is relevant?

Stakeholders: Who are the project stakeholders? Who will make decisions? Who will give approvals?

Specifications: Should it follow the brand guidelines? Or be compliant with any regulation?

It should be vastly different from an advertisement design project. So, one template might not serve all your needs. 

No sweat. We’ve created custom-designed ones. 

10 Best Project Request Form Templates To Help You Get Started On Any Project You Need.

1. ClickUp Project Request and Approval Template

ClickUp Project Request and Approval Template
This template simplifies communication between departments and ensures every request gets appropriate attention

Request, review, approve, and start projects within one straightforward template. 

For the requester, the ClickUp Project Request and Approval Template includes a form where they can input their project name, description, set priority, include timelines, and upload any additional resources they have.

Once submitted, ClickUp automatically creates a ‘request task’ scheduled for review and approval. As the project manager, you can view all the requested tasks as a list and a board (a Kanban view).

When the task is approved, it will be added to the ‘approved tasks’ list, ready for your team to take action. You can set up notifications to stay up-to-date on progress. You can also edit, update, or withdraw your request with this template.

This template is step zero of your project management process, a way to collect and consolidate all requests from throughout the organization.

2. ClickUp Creative Request Form Template

ClickUp Creative Request Form Template
Bring cross-functional teams together to submit creative briefs on ClickUp

Design teams get numerous requests from marketing, product, events, and more. The ClickUp Creative Request Template helps streamline the workflow.

With this template, anyone can submit a creative brief in the way that works best for the design team. They can fill the form with a name, description, and type of creative output. They can also set a deadline. 

When you receive the request, you can assign new requests to people/teams or set statuses as part of your workflow. You can also use the custom fields to add options to the drop-down for creative output when your offerings expand.

With the list view, you can track all upcoming tasks. With the pipeline view, you can track statuses and escalations, if any. You can use the task view to collaborate with the team, upload creatives, collect feedback, and get approvals.

3. ClickUp Request for Resources Template

ClickUp Request for Resources Template
Set up fool-proof processes to capture request for resources on ClickUp

Projects evolve rapidly in today’s fast-paced environments. To keep up, project managers often need additional resources. With each project manager requesting extra support, it can become unwieldy over time. 

To streamline your operations management, use the ClickUp Request for Resources Template. This comprehensive template includes fields for:

  • Project details such as name, ID, scope, and client 
  • Requestor details such as name, email ID, priority, type, and department
  • Resource details such as resources needed, training requirements, and budget proposal
  • Any other assets to upload

Once the request is submitted, resource managers can use the review board view to get an overview of all your project requests grouped by status. 

In this view, click on a specific task card to expand its details and drag it across the board to change its status. 

Use custom fields to estimate costs, get approvals, allocate resources, and monitor progress. 

Use this template to integrate resource requests into your project management workflow. Request, allocate, and manage project resources effortlessly.

4. ClickUp Work Request Template

ClickUp Work Request Template
ClickUp’s free work request template for project management teams

Unlike a project with specific goals involving multiple people, following various steps, and extending over time, a ‘work’ or task is generally much simpler. For example, this could be a request for a new email ID by marketing or provisioning extra cloud space by engineering.

To manage them effectively without anything slipping through the cracks, you need a process. The ClickUp Work Request Template offers that.

This template allows the user to raise a request, describe the work they need done, set priority/timelines, and enter other details, if any. 

As the project manager, you can

  • Approve tasks 
  • Schedule them to be completed
  • Automate notifications to be sent when there is a status change or an update in the comments
  • View tasks by status on the board view 
  • View scheduled work on the calendar view

5. ClickUp Team Requests Template

ClickUp Team Requests Template
Manage requests from internal teams all in one place, right within your project management tool

Whether brand goodies or stationery supplies, you need a way to capture, track, and manage team requests. The ClickUp Team Requests Template is here to help.

This template allows admin teams to capture the nature of all internal requests. You can collect requester details, the nature of the request, and due dates. Set custom fields for categories and counts, too. 

For example, you can customize the category drop-down to include pens, pencils, and notepads. If you also manage merchandise and magazine subscriptions for your business, you can structure it as follows.

Main categories (drop down)Sub-categories (drop-down)
StationeryPens
Pencils
Notepads
ClothingHoodies
T-shirts
Magazine subscriptionsNew Yorker
Autocar

This way, you can organize the kind of requests you receive. Use the ‘types of requests’ board view to monitor requests under each category. Learn if you’re short on stock and place orders accordingly.

6. ClickUp Service Request Template

Service request template
Implement ITIL processes with ClickUp’s service request template

Whether you’re selling a car or computer software, customers will face challenges and want support. Give your customers a simple way to raise their requests and manage them seamlessly with the ClickUp Service Request Template

With the service ticket form included in the template, customers can describe the issue and upload screenshots to help recreate the error.

Specially designed for IT teams, this template automatically categorizes incoming requests for access to applications, software licenses, password resets, or new hardware as service requests. 

View the service requests in whichever way you like, as a general list or a categorized one based on type or priority. 

Have any organizational idiosyncrasies? No problem. Customize the dropdown menu, people, or file upload as you see fit, and get started!

7. ClickUp Change Request Template

ClickUp Change Request Template
Invite stakeholders to consider their change requests and capture them effortlessly with ClickUp

A change request is similar to a work request, except it applies to a specific change to an existing feature. For example, if you’re an architect, a customer might request modifications to the design, such as making the glass windows tinted or choosing a different color for the bathroom times.

To make it simpler to manage for you and the customer, use the ClickUp Change Request Template. Collect information about what they want to change and why, how it impacts the project scope/budget/timeline, and more.

Use this template to encourage the requester to think about the context of their request, including its impact on upstream and downstream activities. This helps them process if this change is essential at all.

Use the ‘requests list’ view to review all incoming requests categorized by project and discuss with the requester. Use the ‘requests table’ view to monitor by priority. Track progress with the status view. If you have projects in multiple locations, use the map view to visualize tasks.

8. ClickUp Request for Information Template

ClickUp Request for Information Template
A simple form to request information from anyone throughout the organization

From a question as simple as “Hey, how’s the project going?” to complex ones around the breakdown of budget spending, requests for information (RFI) can come in many forms. It can come via email, Slack, phone call, or text message. Responding to all these requests on time can become challenging.

The ClickUp Request for Information (RFI) Template solves precisely that problem. It helps teams collect RFIs in one place, assigning responsibility to team members to respond within the agreed time.

Use this template to capture details about the request, requester, and other resources, if any. Customize this template to suit your needs. For instance, add another form field for the format in which the response is needed or the purpose of the information.

This template includes three different views. Use the RFI log view to see all requests as a list. Use the project board view to categorize by project name. Use the RFI scope view to sort based on the scope of the request. 

Choose from any of ClickUp’s 15+ views to sort your information the way you want to see it.

9. Helpdesk Request Template by Template.net

Helpdesk request form template template.net
Helpdesk request template document from template.net

If you’re recording your requests on a plain document such as Microsoft Word, Google Docs, or Apple Pages, this template from template.net is handy.

This helpdesk request template creates a form that captures details of the request, such as name, organization, email address, problem type, and category. Customize fields based on your organization’s needs and processes. 

This template is a simple document and makes it convenient for anyone to fill out. However, maintaining multiple such requests and receiving them as email attachments can be tedious. 

Moreover, the helpdesk team will need to create tasks manually on their project management tool based on these request forms.

10. Project Request Form Template by Slideshare

Projects can be complex, with multiple factors influencing even minor decisions. To ensure you’ve captured all the details, you need a comprehensive project request form template like this one by Slideshare.

Seven pages long, this template captures project requirements, justification, objectives, assumptions, budget, timelines, and more. Designed for IT projects, it also asks questions about usage behavior, security, interfaces, client relationships, portal integration, and technical infrastructure. 

It includes sections for risk impact, vulnerability assessments, and financial factors. With this template, you can be sure you’ve collected enough information to move the project forward.

Like the previous template, this is also a document, typically filled offline and submitted via email. Therefore, it needs additional manual work to input these details into the project management software.

How to Use Project Request Form Templates Effectively

Using any of the above ClickUp templates is as easy as clicking the ‘get free solution’ button, adding it to your ClickUp Workspace, and capturing requests. While these templates are great starting points, you can make them more suitable for you.

Customize: Look at every project request form listed above and customize them to your industry, organization, and workflow. Include the data you need in the drop-downs.

Automate: Notifications, creating tasks, assigning users, changing status, and more can be automated with ClickUp Automations. Once you have the process transparent, automate it.

Use the views: Whatever you need to see, ClickUp has a view for that. 

ClickUp Views
Explore ClickUp to manage your projects with the power of AI, 15+ views, and task automations
  • Need to see the timelines? Calendar view
  • Need to see team workload? Workload view
  • Need tasks categorized by project/priority? Board view
  • Want to track project progress? Gantt view
  • With 15+ views, ClickUp lets you see your project the way you want

Improve: Based on how the templates work for you, make process improvements. Add or remove fields. Expand their scope. Collect feedback about the templates and incorporate them in subsequent versions. 

Streamline Project Request Process with ClickUp Templates

Great project management begins before the project kickoff—by gathering requirements thoroughly and clearly. ClickUp’s project request templates are designed for this purpose.

Depending on your industry, organizational structure, project management workflow, and team preferences, choose the template that works for you. Integrate them into your ClickUp Workspace with a click of a button and customize them as you need.

ClickUp allows you to turn requests into tasks automatically, assign them to team members, get approvals, and notify stakeholders of progress so you can focus on completing the tasks for your project handover.

Access dozens of templates for various project management purposes from the ClickUp template library. The best part is that it’s all free!

Go from idea to great project management with ClickUp today. 

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