Quick Summary
How to Create a Project Intake Form
- Choose a Format
- Decide What Questions to Ask
- Organize the Layout
- Set Some Boundaries
- Pick a Submission Location
- Assign Responsibilities
- Keep It Short and Sweet
Ever started a project only to realize halfway through that key details were missing?
Clients often send vague project requests through mail, social media, or direct messages. Without a proper project intake process, this leads to delays, scope creep, and endless back-and-forth emails.
A project intake form can simplify the whole process by collecting key details upfront. You’ll then know exactly what needs to be done, when, and how. Just clear, structured requests that keep projects on track.
In this guide, you’ll learn what to include in an intake form, how to create a project intake form that simplifies client onboarding, and templates to get started right away. Let’s hop on.
What is a Project Intake Form?
A project intake form is a set of questions agencies send to clients to fill out before starting any new project. It standardizes how project details are collected.
The form typically includes:
- Project goals – What the client wants to achieve.
- Scope of work – What’s included and what’s not.
- Objectives & deadlines – Key milestones and timelines.
- Budget – Expected costs and financial constraints.
The clients naturally don’t know what an agency needs to get started or how a project brief should be. With the intake form, it can reduce any sort of miscommunication and uncertainty.
Once submitted, the form is reviewed, and the team decides on the next steps. This structured process optimizes workload, improves efficiency, and ensures proper resource allocation from the start.
What to Include in a Project Intake Form?
A project intake form makes sure you get all the details upfront so you can actually start working instead of playing detective. Here’s what should go into one:
1. Who’s Asking? (Client Information)
Before jumping into the details, it’s important to know who’s behind the request. You need the relevant details. Get their full name, email, phone number, and company details (if applicable).
That way, if you need clarification, you’re not frantically scrolling through emails trying to remember who said what.
2. What’s This Project About? (Project Type & Description)
No one likes getting a vague “I need something done” request. Ask for a short but clear summary of the project.
Is it a marketing campaign, a website redesign, a video production, or something else? The more details you get upfront, the fewer surprises later.
3. What’s the End Goal? (Project Objective & Success Metrics)
This is where the requester explains why they need this project. Are they trying to attract new customers? Increase sales? Improve brand awareness?
A clear objective helps your team stay focused and deliver something that actually meets expectations instead of shooting in the dark.
4. Who’s the Audience? (Target Market or End-User)
Knowing who the project is meant for makes all the difference. Ask for details like:
- Age range
- Interests
- Location
- Job title/industry
- Pain points or preferences
It’s like cooking—you wouldn’t make a spicy dish for someone who can’t handle heat. The same logic applies to creating a project that resonates with the right audience.
5. What’s the Budget? (And Is There Any Wiggle Room?)
Talking about money might not be fun, but it’s necessary.
Ask for an estimated budget range. This helps you figure out if the request is realistic and whether you can deliver what’s needed without overextending resources.
Plus, it avoids that awkward “Wait, you expected all this for how much?” conversation later.
6. When’s the Deadline? (And Is It Flexible?)
Find out when the requester needs the project completed. Is it a hard deadline or more of a “get it done when you can” situation? If the timeline is tight, you may need to adjust expectations or shuffle priorities.
7. What’s the Priority Level?
Not every request is life or death. Let requesters categorize their projects (e.g., High, Medium, Low) so you can prioritize accordingly. This helps prevent everything from being labeled as urgent when, in reality, some things can wait.
8. Are There Any Reference Materials? (Context & Attachments)
Give the requester space to provide supporting materials like images, documents, brand guidelines, or examples of similar projects. It’s like getting a blueprint before building a house—way better than guessing!
9. Anything Else We Should Know?
Some things don’t fit into the usual sections. This is where you can add anything extra—design preferences, possible challenges, or special requests.
Think of it as a bonus section for anything that might help the project go smoothly. The more details you provide now, the fewer surprises later.
A clear project intake form saves time, avoids confusion, and keeps everyone on the same page. It’s like finishing a puzzle—when you have all the right pieces, everything just fits.
How to Create a Project Intake Form
Creating a project intake form isn’t just about asking random questions. It’s about making sure you get all the details you need. Here’s how to put one together that actually works.
1. Choose a Format (Go Digital, Trust Me!)
Unless you enjoy shuffling through stacks of paper like an old-school detective, a digital form is the way to go. Online forms are easy to share, track, and store—plus, you won’t risk losing them in a messy email thread.
Use platforms like Agency Handy, Google Forms, Typeform, or project management tools that integrate request forms.
2. Decide What Questions to Ask
Think about what your team needs to get started without having to chase people down for missing details. Some must-haves include:
- Requester’s name and contact info
- Project type and description
- Goals and success metrics
- Target audience
- Budget (even a rough range helps!)
- Deadline and flexibility
- Any supporting materials
Keep the questions clear and to the point—no one wants to feel like they’re filling out a college entrance exam.
3. Organize the Layout (Make It Easy on the Eyes)
Start with the simple stuff—name, email, company—before moving into the heavier details. If possible, use drop-down menus and checkboxes for common answers.
A free-text box at the end lets people add anything else they think is relevant. The easier you make it, the more likely people will actually complete it without groaning.
4. Set Some Boundaries (a.k.a. Project Limits)
Not every project request deserves a spot on the priority list. Work with your team to define a few ground rules:
- How many projects can your team realistically handle?
- What’s the minimum budget you’ll accept?
- Are there certain project types you won’t take on?
This keeps you from taking on work that’s either too much to handle or just not worth the effort.
5. Pick a Submission Location (No Lost Forms Allowed!)
Decide where all completed forms should go. Some options:
- A project management system with easy file storage.
- A designated email inbox where all intake forms are directed.
- Platforms like Google Drive or OneDrive
The goal? Avoid forms disappearing into the void, never to be seen again.
6. Assign Responsibilities (Who’s Doing What?)
Figure out who’s in charge of:
- Sending out the form
- Reviewing new requests
- Deciding which projects get the green light
- Communicating next steps
Having clear roles prevents confusion and ensures that projects don’t fall through the cracks.
7. Keep It Short and Sweet
Nobody wants to fill out a never-ending form.
Ask only what’s necessary—otherwise, people might bail halfway through, and you’ll be left with half-baked requests that still need follow-ups.
Remember, the goal is to collect useful information, not interrogate people.
Project Intake Form Templates to Onboard Client Projects
Here are three ready-to-use project intake form templates tailored for different types of agencies. These forms ensure you get all the details you need. Just customize them as needed, and you’re good to go!
That’s a perfect graphic design project intake form.
2. Content Writing Agency – Blog Post Requests
This is just a sample project intake form for a content writing agency. But you can customize it and make it better suited for your needs.
3. Video Editing Agency – YouTube Editing Requests
Challenges in Project Intake Management
Handling project requests can quickly become overwhelming, especially without a structured intake process. Here are some of the biggest hurdles teams face:
1. Too Many Requests, Too Little Time
Some days, it feels like everyone and their neighbor has a project request. With no clear system in place, teams end up buried under a mountain of tasks, leading to burnout and slower turnaround times.
A structured intake process helps filter what’s actually important—because, let’s be real, not every request is a five-alarm fire.
2. Requests Coming from Every Direction
Ever had someone drop a project request in a passing hallway conversation? Or buried in an email chain from three weeks ago?
When requests pop up through random channels—emails, chat messages, meetings—it’s easy for them to get lost. A centralized intake system keeps everything in one place, so nothing falls through the cracks.
3. Missing Details = Extra Headaches
Starting a project with vague instructions is like trying to assemble IKEA furniture without the manual—it’s not going to end well. Did you know that 37% of projects fail due to the lack of clear goals?
If requests don’t include key details like goals, deadlines, and budgets, teams waste time chasing down information instead of getting things done.
A standardized form ensures every request comes with the right context from the get-go.
4. Last-Minute Requests Throw Everything Off
Just when you think you’re making progress, a surprise “urgent” request lands on your desk, forcing you to reshuffle everything.
While unexpected tasks are inevitable, a solid intake process helps teams manage priorities without derailing ongoing work.
Why Should You Use a Project Intake Form?
A project intake form ensures that every request includes the necessary details upfront, reducing miscommunication and delays. Here’s why it’s worth using:
1. Keeps Everything Organized
Imagine trying to plan a road trip without knowing the destination, the budget, or who’s bringing the snacks—chaos, right? That’s what handling project requests without a proper system feels like.
A project intake form collects all essential details in one spot. It makes it easier to review, prioritize, and track each request without sifting through endless emails or scattered notes.
2. Saves You a Ton of Time
Ever had someone ask for “a quick project,” only to find out later that “quick” actually means weeks of work?
A project intake form prevents these surprises by making sure all key details—like deadlines, budgets, and requirements—are clear from the start.
This means fewer follow-up questions, less back-and-forth, and more time actually getting things done.
3. Manage Workload Like a Pro
Without a system in place, it’s easy for requests to pile up faster than dishes after a big family dinner. A project intake form gives you a clear picture of what’s in the queue, helping you balance workloads, set realistic timelines, and avoid burnout.
Instead of scrambling to fit in last-minute requests, you can allocate resources wisely and keep everything running smoothly.
4. Improves Communication (and Saves Your Sanity)
We’ve all been there—someone asks for a project, but their description is about as clear as a foggy windshield.
A project intake form cuts through the confusion by standardizing requests and making sure you get the full story upfront. This means fewer misunderstandings, less frustration, and happier teams (and clients).
5. Improves the Quality of Work
When your team knows exactly what’s expected, they can focus on delivering top-tier results instead of playing the guessing game.
With all the necessary details on hand, projects align better with the requester’s vision, leading to fewer revisions and a smoother workflow.
Organizations that don’t value project management have a 50% higher chance of failure than the ones that do. So, avoid this grave mistake by learning from others.
How Agency Handy Helps You Create The Perfect Project Intake Form
With Agency Handy, you can finally take control and create seamless project intake forms. Here’s why it’s special:
1. Integrate Forms Directly to Your Services
With Agency Handy, you can create custom forms for each service since every service requires different details to begin.
This means clients can’t just request anything out of the blue; they choose from the actual services you provide.
Whether it’s logo design, blog writing, or YouTube video editing, each intake form is attached to a service, keeping everything structured from the get-go.
2. Customizable Public Forms for Random Requests
Some project management tools limit how much you can ask on an intake form, but Agency Handy lets you create public forms as well to collect details on quick requests that aren’t regulated in centralized channels.
Whether you want a simple form or something detailed, you can include:
- Display text
- Dates for deadlines
- Paragraph & short-answer fields for descriptions
- Multiple-choice questions (MCQs) & radio buttons for easy selections
- File uploads for assets like logos, scripts, or reference materials
This flexibility ensures you get all the necessary information upfront—no more chasing down missing details.
3. Set Required Fields and Provide Clear Instructions
Ever had a client submit a request missing half the details? Agency Handy lets you mark fields as required, so they can’t submit an incomplete form. Plus, you can add helpful text to guide them on what information you need.
For example:
If you’re designing a logo, the name of the company would be essential. Those fields can be marked as required.
A little guidance goes a long way in avoiding those vague, time-wasting requests
Conclusion
To conclude, a project intake form is the first step to prevent confusion, delays, and endless back-and-forth emails. Without one, you risk unclear requests, missed details, and last-minute surprises.
Keep it short, clear, and easy to fill out. Use required fields, dropdowns, and checkboxes to make it simple. A structured form saves time, reduces stress, and keeps projects running smoothly.
So before you start your next project, ask yourself—do you have all the pieces you need, or are you guessing your way through?
FAQS
1. What makes a project intake form effective?
An effective intake form collects all necessary details upfront without overwhelming the client. It should be clear, concise, and structured to capture project goals, scope, deadlines, and budget.
2. How can I reduce incomplete or vague submissions?
Use required fields, dropdown options, and example text to guide responses. If possible, set up an automated review system to catch missing details before submission.
3. Is a project intake form necessary for small businesses or freelancers?
Yes! Even if you work solo, an intake form can help you manage client expectations, reduce email chains, and avoid miscommunication.
4. Can a project intake form be used for recurring clients?
Yes! For returning clients, you can create a simplified version that focuses on project-specific updates instead of basic details.
5. What are common mistakes to avoid when creating a project intake form?
Keep it short and well-organized. Avoid confusing language, unnecessary complexity, or too many questions that make it harder for clients to fill out.
