Free Requests & Approvals Templates

Use a request form to capture what is being asked - who, what, why, when, and any files. Use an approval form (or an approval step) to record the decision, comments, and sign-off. Many workflows combine both so the request automatically routes to the right approver and returns a decision to the requester.

Collect requester details, the item or service needed, justification, dates, cost center or budget, and priority. Add conditional questions for amount, department, or location so you only ask what is relevant. Include attachments such as quotes, receipts, or screenshots and a short free-text box for context.

Use conditional logic to route by rules, for example amount greater than 1000 goes to Finance, IT hardware goes to IT. Set SLAs and automatic reminders for each step, and escalate when deadlines are missed. Capture decisions, comments, and timestamps to maintain an audit trail.

Yes. Add quotas for limited items such as loaner laptops or training seats, or date-based caps. When capacity is reached, switch the form to collect waitlist entries and send automatic updates if a spot opens or a request is declined.

For some workflows such as equipment rentals or trainings, you can collect a payment or deposit at submission. Tie the charge to the approval outcome - capture on approval or refund if denied - and itemize amounts in the confirmation email for transparency.

Send the requester a timestamped receipt with next steps and a reference ID. Notify approvers with due dates, add reminder nudges and escalations if the request is still pending. On decision, email the outcome and include any attachments such as purchase orders or approval letters and follow-up links.

Collect only the data you need, add a clear consent checkbox when appropriate, and restrict access to reviewers via roles or groups. Use masked fields for sensitive data, set retention periods, and include an audit log so you can see who viewed or approved each request.