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Request form template

A general form to ask for something and get it approved.

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How to make a request 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 request form and share it, print it or add it to your website.

About this request form

A request form turns “Can I get…?” into a record: who asked, what they need, why, by when, and who approved it. Offices use it for documents, rooms, supplies and access; clubs and schools use it for resources and permissions.

This general template works for almost anything. For common requests such as repairs, IT help, purchases or leave, the dedicated forms ask more specific questions and are faster to process.

What’s on the request form

The template has 4 sections and 16 questions. Every one can be renamed, moved or deleted.

  • Requested by: Name; Department or team; Phone; Email; Date of request
  • Request details: Type of request (choose one: Information, Equipment or supplies, Access or permission, Service, Other); What do you need?; Why is it needed?; Needed by; Priority (choose one: Low, Normal, High, Urgent); Estimated cost (if any)
  • Requester: Signature with date
  • Approval: Decision (choose one: Approved, Approved with changes, Declined); Comments; Approved by; Approver signature with date

Tips

  • Add a short list of request types to the “Type of request” question to speed up sorting.
  • Use the office box to record the request number, so people can follow up.
  • Agree response times for each priority level and print them in the instructions.

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

Who should sign a request form?

The person making the request and, where needed, the person who approves it. The template has a signature line for the requester and an approval section below.

How do I track requests?

Give each form a number in the “For office use only” box and log it in a spreadsheet with its status. That makes it easy to answer “Where is my request?”.

Can I put the request 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.

Can I add my logo to the request form?

Yes. Add your organisation’s name, a contact line and a logo in “Form details”. The logo is placed into the file on your device and is never uploaded.

Can people fill in this request 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.

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