Request form_cover

Request Form Building: Tips And Templates

When will we need a request form?

Request forms comes in handy in numerous business processes. Here are a few examples: 

  • ​​Maintenance/Repair Request 
  • Request for Quotation 
  • Change Request
  • Budget Request 
  • Absence/Leave Request 
  • Information Request 
  • Appointment Booking

Utilising a request form is more crucial than you may think. We’ll always be receiving work requests, be it for new projects, HR, finance or sales. Sure, accepting a simple email or text message containing the request could always do the trick, but such an informal method easily results in miscommunication or a lack of information, requiring a tedious cycle of having to follow-up with your coworkers for the exact details. 

Communicating needs via request forms doesn’t just establish formalities, but also provides organisation and structure, ensuring that all necessary fields are submitted to execute a swift and seamless workflow. At the end of the day, both you and your requesters will be high-fiving at how efficiently the job gets done. 

Request form do’s and don’ts

Enhance user experience with the following form building guidelines.

Do: Include necessary fields only 

The form has to be user-friendly, which means there has to be a neat format to it. Don’t overwhelm the user with a clutter of fields to be filled in, which may cause them to abandon the form entirely and seek another way to have the request sent in. 

If there are details you don’t foresee yourself needing from the user (e.g. age, contact number), it’s probably safe to say you won’t require a field for them in your form at all.

Don’t: Have too many free-form fields 

Most of us want things fast and easy. Chances are, users will prefer to select from a given range of options rather than to fill in details on their own. Include more choice questions (where applicable) to collate specific responses, in order to avoid receiving shortened/vague answers (e.g. “bk rm 1” = “book room 1”) that might just serve to generate confusion.   

Don’t: Insert too many fields on one page 

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It doesn’t hurt to create more than one page. You may worry about user fatigue upon observing how many pages they have to fill, but breaking the form up into 2-3 pages isn’t so bad when you consider that less fields will now appear on a single page. Categorise your fields by titling the pages accordingly (e.g. Company Details, Requester Details, Details for the Change).

This will not only prepare users for the required info at a glance, but will aid you in structuring the form and collating the information later.

Do: Include conditional fields 

Request Form_conditional fields

Conditional fields refer to fields that can be hidden, and only appear when a user selects a certain response. For example, if a user chooses “None of the above” or “Others” as their answer to a multiple choice field titled “Reason for Change Request”, this can trigger a conditional field, requiring the user to elaborate further. Having conditional fields not only shorten the length of a form, but also make it less cluttered at a glance.

Don’t: Forget to manage user access 

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As with any other form that’s being shared, do consider when you need to restrict access to certain departments, or if anyone with the link can submit a response. This prevents problematic responses that are difficult to trace (particularly when team members submit the form using a personal email account), as well as protects sensitive information from being transmitted.

Now, let’s take a look at relevant fields to include when building a request form. We’ll do this by considering five types of templates below.     

1. Request for Quotation 

Used by companies to request a quote from suppliers when purchasing stipulated goods and/or services. Fields to consider:

  • Date of Request For Quotation
  • Quotation Reference Number
  • Requester Name
  • Vendor Name
  • Salesperson
  • Email Address
  • Project Name/Department
  • Item Number
  • Description
  • Quantity
  • Unit Price
  • Currency
  • Extended Amount
  • Lead/Delivery Time
  • Cancellation Window
  • Validity Period of Quotation
  • Credit Terms
  • Remarks (if any)

2. Change Request

Used to propose a change that aims to improve on team objectives. Fields to consider:

  • Company Name
  • Department
  • Section
  • Requester Name/Email/Contact No.
  • Date
  • Name of Request
  • Request Number
  • Description
  • Justification
  • Impacts
  • Supporting Documents
  • Remarks (if any)

3. Repair Request

Seeks reparation for faulty work equipment. Fields to consider:

  • Requester Name/Email Address/Contact No.
  • Purchase Order No.
  • Model No.
  • Serial No.
  • Description of Work/Repair
  • Supporting Documents
  • Remarks (if any)

4. Leave Management

For employees to submit requests for leave, or for absence from certain programmes. Fields to consider:

  • Employee Name
  • Employee Department/Designation
  • Type of Leave/Absence
  • Duration
  • Description of Leave Request
  • Supporting Documents
  • Remarks (if any)

5. Appointment Booking 

Helps in scheduling a time slot for a location or with people. Fields to consider:

  • Requester Name/Email Address/Contact No.
  • Calendar Booking
  • Reason for Appointment
  • Other Remarks (if any)

Create request forms on Forma 

Request Form_Templates_Forma-1536x778

Why not save on time and resources? Manage a never-ending influx of team requests with Forma’s automated form and workflow builder. 

Building different forms from scratch is tiring, but you can always eradicate that problem. Choose from our customisable range of templates— each integrated with its respective workflow! There are templates for every department, including: 

  • Customer Service 
  • Finance
  • Growth 
  • Human Resources
  • Marketing 
  • Onboarding 
  • Operations 
  • Recruitment 
  • Sales 

Rest assured— we’re constantly updating our list so you’ll never run out of process templates to automate. Try it here for free now.


If you enjoyed this article, check out similar posts like this one on creating an effective employee evaluation form.