Skip to content
atifo

Browse tools

Language

Theme

Project intake form template

Capture new project requests so they can be assessed and prioritised.

Save as

Paper size

Colour

Form details

Questions

More options

Leave empty to remove the box.

See preview

Processed in your browser. Nothing is uploaded.

How to make a project intake form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the project intake form and share it, print it or add it to your website.

About this project intake form

A project intake form is how teams receive new project ideas in a consistent way: what problem it solves, the goals and scope, who it affects, the budget and deadline, and the risks. Leaders can compare requests side by side and decide which to take on, instead of whoever asks loudest getting priority.

It works for internal IT, marketing, operations and facilities teams, and for agencies taking requests from clients. Track approved projects with the project planner.

What’s on the project intake form

The template has 3 sections and 17 questions. Every one can be renamed, moved or deleted.

  • Requester: Name; Department; Email; Date submitted; Project sponsor
  • Project: Project name; What problem does this solve?; Goals and expected benefits; In scope; Out of scope; Who is affected?
  • Constraints: Estimated budget; Desired start; Deadline; Is the deadline fixed? Why?; Known risks or dependencies; What happens if this isn’t done?

Tips

  • Ask what happens if the project isn’t done; it reveals the real priority.
  • Separate must-haves from nice-to-haves in scope.
  • Review intake forms on a regular schedule, such as monthly.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

What’s the difference between a project intake form and a project charter?

Intake comes first and asks whether a project should happen. A charter comes after approval and formally sets the objectives, team and authority.

How do I prioritise project requests?

Score each request on impact, urgency, cost and effort. The office box at the end has space for a score and decision.

Can people fill in this project intake form on a phone?

Yes. Choose “Fillable PDF” and send the file. It opens in the Files or Drive app on Android, Files on iPhone, and any browser on a computer, where people can type their answers and save the result.

Can I put the project intake form on my website?

Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.

Is anything I type sent to a server?

No. The editor runs in your browser and builds the file on your device. Atifo has no server that could receive your form or the answers on it.

Related tools