Project Request Form Template

A Project Request Form is a standardized document that anyone in an organization can use to propose a new project. It acts as a gatekeeper for the Project Management Office (PMO) or leadership team, ensuring that every request is evaluated against the same criteria.

Without a PRF, projects are often started based on “who shouts the loudest” rather than what provides the most value. This form shifts the focus to data, business cases, and strategic alignment, ensuring that the organization only spends its limited time and money on the right things.

Why You Need a Project Request Form Template

Using a template for project intake is essential for maintaining order and fairness in resource allocation. It prevents “shadow projects” from starting without oversight.

Using this template helps you:

• Standardize Information: It ensures that every request—whether for a new software feature or a marketing campaign—provides the same level of detail.
• Improve Decision-Making: Leadership can compare multiple requests side-by-side to see which aligns best with the company’s goals.
• Filter Bad Ideas Early: By requiring a budget estimate and a problem statement, it forces requesters to think through the feasibility of their idea before it consumes team meetings.
• Create a Paper Trail: It documents who requested the project, when, and why, which is vital for later audits or project post-mortems.

How to Fill Out a Project Request Form Template

A great PRF is concise but data-driven. Follow these pillars to ensure your request gets noticed:

1. The Business Case (Project Overview)

Don’t just describe what you want to build; describe the pain it solves. Use the “Problem/Solution” framework. For example: “Our current manual data entry takes 20 hours a week (Problem). This project automates the feed to save 18 hours a week (Solution/Business Case).”

2. High-Level Scope

Since this is an intake form, you don’t need a 20-page scope document. However, you must define the “Big Wins” (Deliverables) and clearly state what is Out of Scope to manage expectations from day one.

3. Realistic Resource & Budget Estimates

Stakeholders need to know the “Price of Admission.” You don’t need exact figures yet, but providing a “ballpark” range helps leadership decide if the project is even financially possible.

4. Stakeholder Identification

Identifying who cares about the project early on is crucial. If a project requires help from the IT department but they aren’t listed as a stakeholder, the request is likely to be rejected or delayed.

What Is Included in This Project Request Form Template?

Our template provides a professional intake structure to capture all necessary data points:

• General Information: Basic “Who, What, When” tracking.
• Project Overview: The heart of the request—the goals and the “Why.”
• Scope & Deliverables Table: Defining what the requester expects to receive.
• Estimated Timeline: High-level milestones to check for scheduling conflicts.
• Resource & Budget Categories: Identifying the “Cost of Labor” and “Out-of-Pocket” expenses.
• Risk & Constraint Identification: Spotting potential “showstoppers” before they happen.
• Formal Approval Section: The signature line that officially transitions the request from an “Idea” to an “Active Project.”