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Project Intake Form Template

Effortlessly streamline your project requests and approvals

Are you struggling to manage project requests effectively? This project intake form template is designed to help teams like yours efficiently collect information for project approvals, budgeting, resource planning, and risk assessments. With this template, you can reduce miscommunication, speed up the review process, and ensure all project details are captured accurately, making project management simpler and more organized. Explore the live template to see how it can enhance your workflow.

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Your full name
Company or organization
Work email
Phone number
Project name
Brief project description
Primary project goal
Launch a new product or service
Redesign or refresh
Add new features
Process improvement or automation
Compliance or mandatory requirement
Research or discovery
Other or not sure yet
List key features or requirements
Preferred platforms or technologies (if any)
Which deliverables are in scope?
Primary audience segments
Consumers
Business decision-makers
Technical users
Internal employees
Partners or vendors
Regulators
Other or unsure
User locations or regions
Local
National
Multi-country
Global
Not sure
Accessibility requirements
Standard best practices
WCAG 2.1 AA
WCAG 2.2 AA
Section 508
Other or unsure
None
Estimated budget range
Under $10k
$10k-$25k
$25k-$50k
$50k-$100k
$100k-$250k
$250k+
Not set yet
Target completion date
Billing preference
Fixed price
Time and materials
Retainer
Not sure yet
How many stakeholders will be involved?
1
2-3
4-6
7-10
11+
Not sure
Preferred collaboration methods
Weekly standups
Biweekly check-ins
Asynchronous updates
Shared project board
Email summaries
Workshop sessions
Existing systems or tools to integrate with
Security and compliance needs
SOC 2
ISO 27001
HIPAA
GDPR
CCPA
PCI DSS
Other or unsure
None
Data residency requirements
No requirement
US only
EU only
Other or unsure
What does success look like?
Biggest risks or blockers
If our proposal meets your needs, how likely are you to proceed?
0 Not at all likely
1
2
3
4
5 Extremely likely
Links to reference materials (briefs, decks, docs)
Do you have brand guidelines?
Yes
No
Is an NDA required?
Yes
No
Contract preference
Vendor paper
Client paper
Mutual or standard
Not sure yet
Type your full name as a signature
Date of submission
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Paper art illustration depicting a project intake form for FormCreatorAI article

When to use this form

Use this intake form when someone proposes a new initiative, like a website update, client request, or process change. It helps project managers, team leads, and operations standardize requests, compare options, and set priorities. Use it at the very start to capture goals, scope, timeline, budget, and risks for marketing, product, IT, or internal work. After submission, route work to next steps: create assignments with the Task assignment form, map key people with the Stakeholder analysis form, or outline specs in the Technical documentation form. For field work or safety-sensitive tasks, pair early planning with the Pre-task planning form. The result is fewer surprises, faster approvals, and clear handoffs.

Must Ask Project Intake Questions

  1. What problem are you solving, and what does success look like?

    This sets a clear goal and measurable outcomes, so teams align early. It also gives you criteria to accept or reject scope changes later.

  2. Who are the primary stakeholders and decision-makers?

    Knowing who owns decisions speeds approvals and reduces rework. It also flags who must review deliverables and receive updates.

  3. What scope and deliverables are in or out?

    Clear boundaries prevent scope creep and help estimate effort and cost. You can stage work in phases if something is out of scope now.

  4. What is the target timeline, including key milestones or deadlines?

    Dates drive staffing and sequencing across teams. Milestones also help you track progress and surface delays early.

  5. What budget and resources are available, and what risks or dependencies should we plan for?

    Funding and capacity shape the plan, from tool choices to vendor needs. Calling out risks and dependencies up front helps you design mitigations and avoid blockers.

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