Request form templates: service, IT, resource, media and more

A request form is a structured way for someone to ask a team for something: a repair, IT help, a resource, an interview, a design, a ride, a reimbursement. Every good request form answers the same questions: who is asking, what exactly they need, where, by when, how urgent it is and why, with photos or files attached. Add a few triage questions and the team receiving it can sort, prioritize and act without a follow-up call.

Below are request form templates for the most common types, the fields each one needs, and how to set up triage logic and routing so requests do not sit unread in an inbox.

What every request form needs

Whatever the request, start with this core and add type-specific questions on top.

Field	Why
Requester details (name, email, phone)	So the team can reply and follow up
Department, location or account	Tells the team where the request comes from or where to go
Request type (dropdown)	Lets you route and report by category
Description of what is needed	The request itself, in the requester's words
Date needed or deadline	Separates urgent from flexible
Urgency, in plain words	For triage; see below
Impact or reason	Helps decide between competing requests
Attachments (photos, screenshots, documents)	Saves a round of questions
Preferred contact method	Phone, email or text

Write urgency options people can answer honestly

"Low, medium, high" invites everyone to pick high. Describe what each level means instead:

• IT: "I cannot work", "It is slowing me down", "Whenever you can"
• Maintenance: "Emergency (flooding, no heat, safety risk)", "Urgent, within 48 hours", "Routine"
• Service: "As soon as possible", "Within a few days", "Flexible"

Pair urgency with impact ("Who is affected? Just me, my team, the whole office") and you have a simple priority matrix without asking requesters to rank themselves.

Request form templates by type

Service request form

For trades, cleaning, installation, repair and consulting businesses taking jobs from customers. The service request form template asks for contact details, the service type (repair, installation, maintenance or inspection, cleaning, consultation, something else), a description, the service address, urgency, a preferred date and time of day, photos of the issue, and how to get in touch.

The photo upload is what makes it work: a picture of a leaking valve or damaged panel lets you quote and schedule without a site visit first. If customers need a price before booking, a quote request form asks for scope, budget range and timing instead.

Maintenance request form

For landlords, property managers, facilities teams, schools and hotels. The maintenance request form template collects:

1. Contact details
2. Building and unit or room
3. What needs attention: plumbing, electrical, heating or cooling, appliance, doors, windows or locks, pests, other
4. Description of the problem
5. Urgency: emergency, urgent within 48 hours, or routine
6. Photos
7. Permission to enter if nobody is home
8. Best times for a visit

Two practical tips. First, if the urgency answer is "emergency", send the person to an ending screen that tells them to call the emergency number now, because nobody should wait for a form to be read when a pipe has burst. Second, print a QR code for each building or floor with the location in a hidden field (for example ?building=north&floor=3), so tenants or staff scanning it do not have to type where they are.

IT support request form

For internal help desks and small IT teams without a ticketing system, or as a front end to one. The IT support request form template asks:

1. Contact details, department and location
2. What they need help with: cannot log in, hardware, software, email or calendar, network or Wi-Fi, printer, new equipment or software, other
3. Description of the problem
4. Device: Windows, Mac, phone or tablet, not device related
5. Who is affected: just me, my team, the whole office
6. Urgency: I cannot work, it is slowing me down, whenever you can
7. What they have tried already
8. Screenshots

"What have you tried already?" saves the first five minutes of every ticket.

New user or access request

A common IT request with its own structure, usually filled in by a manager: the new user's name, start date, job title and team, which systems and shared folders they need, which equipment, whether they need admin rights (with a reason), and the approving manager. You can add this as a branch of the IT form (show these questions when the request type is "new equipment or software request") or keep it as part of onboarding; see our guide to employee onboarding forms.

Resource request form

For project teams asking for people, equipment, software, budget or rooms. The project resource request form template asks who needs the resource, for which project, what type of resource, a detailed description, the dates it is needed from and until, priority, the impact if it is not available, and the approving manager.

The "needed from" and "needed until" dates are the key fields: they let resource managers spot clashes, such as two projects asking for the same designer in the same week. If the request is really a request for money, a budget approval request fits better; our guide to approval form templates covers that and other sign-offs.

Media request form

For press offices, PR teams and organizations that get interview and comment requests. The media request form template asks for the journalist's details, outlet, a link to the outlet or their recent work, what they want (interview, written comment, images or logos, press pass, something else), what the story is about, who they would like to speak with, the deadline (date and time), and anything else.

Put the form on your press or newsroom page. The deadline field is what your press team will sort by, so make it required.

Logo and design request form

For designers and agencies taking new design jobs, and for in-house creative teams. The logo design request form template works as a creative brief: name to appear in the logo, tagline, what the business does and who it is for, preferred styles, type of logo, colors to use or avoid, examples they like (upload), budget range and deadline.

For an in-house marketing creative request, adapt it: replace logo-specific questions with the asset type (social post, banner, slide deck, print), sizes or formats, copy, the campaign it belongs to, and the go-live date. For larger brand projects, the branding questionnaire goes deeper.

Transportation request form

For schools, nonprofits, events, hotels and companies booking vehicles or drivers. The transportation request form template asks for the requester and their department or organization, one way or round trip, pickup and drop-off addresses, pickup date and time, return date and time (shown only for round trips), number of passengers, luggage or equipment, whether a wheelchair-accessible vehicle is needed, and notes for the driver.

Expense reimbursement and purchase requests

The expense reimbursement form template handles money already spent: category, date, amount, mileage for travel claims, what it was for, receipts, the approving manager, and a confirmation that the expense was for business use.

A purchase request is the step before: asking permission to buy. It needs the item and vendor, quantity, cost, business reason, date needed and quotes. A purchase request is internal; a purchase order is what you send the vendor once it is approved. The budget approval template is the best starting point, and the approval forms guide has a purchase approval structure.

More request forms

• Time off request form: leave type, dates, half days, cover and supporting documents.
• Feature request form: what users are trying to do, how they do it today and how important it is.
• Quote request form: for service businesses pricing jobs.

Triage logic: route and prioritize requests

Conditional logic turns one request form into several focused ones, so people only see questions that apply to them.

• Branch by request type. In an IT form, a printer problem does not need a "which device?" question, and a new software request needs a "which software and why?" question that a login problem does not.
• Escalate emergencies at the form. When the answer to urgency is "emergency", skip the rest and show an ending with the phone number to call. Different endings for different urgency levels also set honest expectations ("We aim to reply within two working days").
• Ask for more detail only when needed. If the amount on a purchase or expense is greater than a threshold, show a question for the business reason or a second quote.
• Carry context in the link. Hidden fields like ?site=warehouse-2 or ?team=marketing are stored with each response and can be used in logic, so one form serves many locations or departments.

From form to queue: routing and tracking

A request form is only as good as what happens after submit. With FlowyForm, the free plan covers these options:

• Email notification on each response, for a single owner.
• Slack: post each request to the team's channel so whoever is on duty can pick it up.
• Google Sheets: every request becomes a row. Add status, assignee and done date columns and you have a lightweight request tracker that the whole team can filter.
• Webhooks: send each request as JSON to Zapier, Make, n8n or your own backend to create a ticket in your help desk, a task in your project tool, or to send requests of each category to a different channel or person. FlowyForm does not have native help desk or project management integrations, so this is how you reach them.

On Premium, respondent confirmation emails let requesters know their request arrived, and custom notification emails let you shape what the team receives.

Where forms stop: if you need two-way conversations on each request, service-level timers, automatic assignment and a portal where requesters check ticket status, a dedicated help desk or work order tool is the better fit. A form can still be its intake: a clear, friendly front door that sends structured requests into that system through a webhook.

Best practices for request forms

• Keep the core short. Six to ten questions is enough for most requests; use logic for the rest.
• Make the description question specific: "Describe the problem and when it started" gets better answers than "Details".
• Ask for photos or screenshots whenever the problem is visible.
• Make dates real dates. Use date or date and time questions, not free text.
• Tell people what happens next on the ending screen, including how long a response usually takes.
• Use one form per team, not one for the whole company. Routing works better when each team owns its form.
• Review your categories every few months. If "Other" is the most common answer, add the categories people actually need.
• Close seasonal request forms automatically. FlowyForm can close a form at a set date and time or after a number of responses, useful for things like event transport requests.

How to set up a request form in FlowyForm

1. Pick the closest template above and open it in the builder.
2. Edit the request types and urgency options to match how your team works.
3. Add logic: branch by request type, and send emergencies to an ending with a phone number.
4. Add hidden fields for location or department if the form serves several.
5. Connect Google Sheets for tracking and Slack or email for alerts, or a webhook into your ticketing tool.
6. Share the link, embed it on your intranet or website, or print a QR code where requests start (a reception desk, a machine, a meeting room).

FAQ

What is a request form?

A request form is a form that someone fills in to ask for a service, resource, information or approval. It records who is asking, what they need, when, how urgent it is and why, so the receiving team can prioritize and respond without chasing details.

What should a request form include?

Requester details, department or location, the request type, a description, the date needed, urgency in plain words, the impact or reason, attachments and a preferred contact method. Add type-specific questions, such as the device for IT requests or pickup times for transport.

How do I make a service request form?

Start with a service request template, list your services in a dropdown, ask for the address, urgency, preferred date and photos, then connect notifications so each request reaches whoever schedules jobs. Embed it on your website and share the link in emails and quotes.

How do you prioritize requests?

Combine urgency and impact. Ask how urgent it is, with options that describe real situations, and who is affected. Requests that stop work for many people go first; flexible requests that affect one person go last.

Should I use one form for all requests?

Usually not. One form per team (IT, facilities, marketing, finance) keeps questions relevant and routing simple. Within each team's form, use logic to branch by request type.

What is the difference between a purchase request and a purchase order?

A purchase request is an internal ask for permission to buy something. Once it is approved, a purchase order is issued to the vendor to place the order. A request form handles the first step.