Project Request Form (Free Template + Workamajig's Solution)

A detailed project request form coupled with a solid approval workflow means:

• Standardized project request processes and improved selection. Project request forms give stakeholders a consistent framework to evaluate and prioritize incoming work. When every request includes the same key details, you can easily compare opportunities and identify the projects with the highest potential profitability.

• Smarter resource management. Clear selection criteria help you direct your team's time and budget where it’ll make the most significant impact. You'll know exactly which high-priority projects deserve more resources, allowing you to balance costs against potential benefits more effectively.

• Streamlined stakeholder communication. High-quality request forms clearly define who is involved and why, establishing clear communication channels from the outset. This eliminates confusion, reduces handoff delays, and prevents duplicate work. When everyone moves in the same direction, your chances of success skyrocket.

Fewer errors and streamlined workflows lead to smoother project delivery, more successful outcomes, and ROI-boosting time savings.

Workamajig is the all-in-one agency management system for creative and ad agencies.

In this guide, we cover:

• Steps to build solid project request forms
• A free project request form template to kick you off
• Details on how our solution, Workamajig, supports project intake and initiation

To learn more about how Workamajig can support your project workflows, request a free demo.

What to Include in a Project Request Form

An effective request form should capture these essential project details:

• Project name and description: Encourage requestors to use clear keywords in project titles. Project descriptions should define the desired outcomes and deliverables, and explain the overarching benefits.

• Stakeholder information: Help project managers identify all teams and individuals involved and their responsibilities. Requesters should also include their contact information for any necessary clarifications.

• Project type: Require requestors to specify the project or campaign category (e.g., content, sales, rebranding) so project owners can easily bucket new work and determine if an integrated marketing strategy is needed.

• Deadline: Set your estimated timeframe. Then, project managers can note start dates, key milestone dates, and the expected completion dates.

• Budget: Doesn’t have to be exact; requesters should guesstimate as best they can, including cost breakdowns where possible, to help stakeholders gauge the investment value.

• Target audience: Define target audience(s) to determine and validate the project’s approach, and steer campaign development toward winning the right customers.

• Scope and limitations: Requesters should do their best to clearly define what's included and excluded from the project to inform budget estimates and clarify each stakeholder's value contribution.

Free Project Request Form Template

Check out our free project request form template in Google Docs to get started.

You can download it, make a copy, or paste the text into a new document.

Workamajig’s Project Intake Module

Workamajig’s end-to-end project management system supports intake processes with:

• Customizable project intake forms: We provide templates to get you started, or you can build your own from scratch. Create unlimited forms tailored to different project types and campaigns.

• User portals: Give each department, team, or client you work with a dedicated access point to submit forms at their convenience, 24/7.

• Project planning tools, such as templates, task management, resource allocations, and even automated estimating. Managers can design new project plans based on request details — with all documentation and conversations saved in one place — creating a strategic roadmap for successful project execution.
  
  

And Workamajig’s advanced project management tools don’t stop there. Our system supports the full lifecycle, through completion and final sign-off, including:

• User-friendly collaboration tools to unify project stakeholders (internal and external users). Teams can share files, exchange comments for reviews and feedback, compare file versions, and track the entire history. Our system sends notifications to keep conversations flowing and avoid communication bottlenecks.
  
  Note: Workamajig also includes change management tools to control feedback processes and manage scope creep — essential for agencies that need to keep client work on track and stop unexpected requests from derailing project plans.
  
  

• Interactive, real-time project monitoring dashboard with timeline and budget tracking. Workamajig’s user-friendly project monitoring dashboard helps you easily visualize progress and keep all projects moving forward. Customize your view, color-code projects and phases, and instantly see every active project's timeline and financial health.
  
  

• Proactive risk alerts. Workamajig alerts managers of potential delays or budget overruns and highlights at-risk projects on the main dashboard, so they immediately catch the eye. This allows managers to troubleshoot proactively before deadlines slip or profitability suffers.

Take a look at our project monitoring dashboard below. You can instantly assess all active projects, their current stages, and detailed status breakdowns.

Whether you’re managing internal teams or clients, Workamajig helps keep you organized and ensure project success.

Our solution also includes several other modules to help project teams manage workflows and behind-the-scenes processes, such as native time tracking, CRM, and accounting software. Explore Workamajig’s full range of features and functionality by requesting a free demo with our team.

Here’s a sneak peek in the meantime:

Related reads:

• Best Project Management Tools for Creative Agencies
• Creative Workflow Management: Best Practices + Software Tools
• Best Agency Scheduling Software

Originally published June 28, 2023; updated May 16, 2025.