Product · free template

Project Request Form

Capture new project requests with the problem to solve, desired outcome, deadline, priority and budget status your team needs before it starts scoping.

A ready-to-use technology, saas & dev form for engineering, IT and product teams: 15 questions, 1 page, 3 conditional rules.

Questions
15
Pages
1
Layouts
classic · card
Time to complete
≈ 8 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Request a new project

Is there a hard deadline?
Has budget been approved?
Stakeholders who should be involved

Attach a file — the size limit is shown below.

Any file type up to 50 MB (larger files are rejected) · uploads are saved on the live form

You must accept before submitting.

This template runs as a straight sequence — no branching rules.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Project Request Form is built for engineering, IT and product teams who need to route technical requests with the context needed to triage them.

  • Engineering, IT and product teams working in technology, saas & dev.
  • Teams who need to route technical requests with the context needed to triage them without writing code or paying for a custom build.
  • Anyone replacing vague reports that can't be reproduced or prioritised with one structured record per enquiry.
  • Respondents are users, testers and internal stakeholders — the form asks them 15 questions across 1 screen.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of vague reports that can't be reproduced or prioritised and turns each submission into a record your team can act on immediately.

  • 11 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It accepts a document or photo upload as evidence.
  • It pins the request to a specific date.
  • It allows multiple selections without free text.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Project Request Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features conditional validation: if “Is there a hard deadline?” is Yes, “Deadline date” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Has budget been approved?” is Yes, “Approved budget” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Priority” is Critical, “Stakeholders who should be involved” becomes mandatory before the form can be sent.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A project request that skips straight to a solution — 'build us a dashboard' — usually means the actual problem never got written down, and six weeks later the dashboard doesn't solve anything. This form asks for the problem before the ask, then the desired outcome, so a project team can push back on scope early if the two don't match. It covers software features, internal tools, website changes, data and reporting, and integrations under one intake rather than five separate forms, which matters most for small teams juggling requests from every department. Deadline and priority are both collected, but a hard deadline has to be justified with an actual date rather than a vague sense of urgency, and a critical priority requires naming which stakeholders need to be involved — a step that surfaces political or cross-team complexity before work starts rather than midway through. Budget status is asked as a simple has-it-been-approved question rather than an exact figure, since most requesters genuinely don't know the number at this stage. The goal is a queue a project team can actually triage, not a pile of one-line Slack messages with no context attached.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Project request

  • Full namerequired
  • Email addressrequired
  • Departmentrequired
  • Project namerequired
  • Project typerequired
  • Problem you're trying to solverequired
  • Desired outcomerequired
  • Is there a hard deadline?required
  • Deadline date
  • Priorityrequired
  • Has budget been approved?required
  • Approved budget
  • Stakeholders who should be involved
  • Attach any supporting documents
  • Agreementrequired

15 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Is there a hard deadline?”

  • Makes answers required

    If “Is there a hard deadline?” is Yes, “Deadline date” becomes required before the form can be submitted.

Driven by “Has budget been approved?”

  • Makes answers required

    If “Has budget been approved?” is Yes, “Approved budget” becomes required before the form can be submitted.

Driven by “Priority”

  • Makes answers required

    If “Priority” is Critical, “Stakeholders who should be involved” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Ask for the problem before the solution

    A stated problem and desired outcome let the project team validate the ask instead of just building whatever was requested.

  2. 2

    Justify hard deadlines with a date

    Requiring an actual date behind 'yes' to a hard deadline filters out soft urgency from genuine constraints.

  3. 3

    Name stakeholders for critical work

    Requiring stakeholder names at critical priority surfaces cross-team complexity before work starts, not during it.

  4. 4

    Keep budget status simple

    Most requesters don't know an exact figure yet — ask whether approval exists, not for a number nobody can give accurately.

Mistakes to avoid

  • Accepting a requested solution at face value without confirming what problem it's meant to solve.
  • Letting every request default to a hard deadline because there's no cost to claiming one.
  • Starting scoping work before confirming whether budget has actually been approved.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Triage incoming requests weekly against current capacity, and confirm scope and timeline back to the requester before work begins.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the project request form, matched on the words people actually search for.

Frequently asked questions

How is this different from a Feature Request Form?

A Feature Request Form usually comes from a customer or end user about a product they already use. This form is internal, covering any project type from a website change to a new tool, submitted by a colleague or another department.

Should engineering teams use this instead of a ticketing system?

Use this as the front door before a request becomes a ticket — it captures the business context a ticketing system usually skips, then the details can be copied into your tracker.

What if the requester doesn't know the budget yet?

That's expected — the 'Not sure' option is there for exactly that case, and the request can still move into scoping while budget gets confirmed separately.

Can this be used for a marketing project instead of a technical one?

For marketing-specific work, the Marketing Request Form asks better questions about assets and campaign timing; use this one for anything with a technical or operational build.

Is the Project Request Form template free to use?

Yes. You can preview and test Project Request Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Project Request Form template ask for?

It asks 15 questions across 1 page, 11 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Project Request Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this technology, saas & dev form work?

3 conditional rules ship with the template: Features conditional validation: if “Is there a hard deadline?” is Yes, “Deadline date” becomes mandatory before the form can be sent. Features conditional validation: if “Has budget been approved?” is Yes, “Approved budget” becomes mandatory before the form can be sent. Features conditional validation: if “Priority” is Critical, “Stakeholders who should be involved” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Project Request Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Project Request Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

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