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Project Request Form

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PROJECT REQUEST FORM & SERVICES AGREEMENT

Parties and Recitals

This Project Request Form & Services Agreement (the Agreement) is entered into as of Effective Date: by and between:

Client Name:     Service Provider Name:

WHEREAS, Client desires to engage Service Provider to perform the services described below; and

WHEREAS, Service Provider represents that it has the experience, personnel, and capability to perform such services in accordance with the terms of this Agreement; and

NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties agree as follows.

Project Identification

Project Summary

Scope of Work

The parties agree that Service Provider shall provide the services and deliverables described in this Scope of Work. The Scope of Work shall include tasks, milestones, acceptance criteria, and any specific performance standards required by Client.

Timeline

Project Start Date:     Project End Date:

Payment Terms

Total Project Fee:

Late Payment Fee: . Client agrees to pay late fees on invoiced amounts not paid within the payment terms stated above.

Term and Termination

This Agreement commences on Project Start Date and continues through Project End Date unless earlier terminated in accordance with this section. Either party may terminate this Agreement for convenience upon written notice to the other party provided that the terminating party provides Notice Period: days prior to termination.

Termination for Cause: Either party may terminate immediately upon material breach by the other party if the breach is not cured within thirty (30) days after written notice specifying the breach.

Confidentiality

Each party shall maintain in confidence all Confidential Information of the other party disclosed in connection with this Agreement. "Confidential Information" means non-public business information disclosed in writing, orally, or by inspection that is designated as confidential or that reasonably should be understood to be confidential. Confidential Information does not include information that is (a) publicly available through no fault of the receiving party; (b) rightfully received from a third party without restriction; or (c) independently developed without use of the disclosing party's Confidential Information.

The receiving party shall not disclose Confidential Information except to its employees, contractors, or agents who need to know the information to perform this Agreement and who are bound by confidentiality obligations no less protective than those contained herein. Upon termination or written request, the receiving party shall promptly return or destroy Confidential Information as directed by the disclosing party.

Representations and Warranties

Each party represents that it has the authority to enter into this Agreement. Service Provider warrants that services will be performed in a professional and workmanlike manner in accordance with generally accepted industry standards. EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT, SERVICES ARE PROVIDED "AS IS" AND NEITHER PARTY MAKES ANY OTHER WARRANTIES, EXPRESS OR IMPLIED.

Limitation of Liability

Except for liability arising from willful misconduct or gross negligence, each party's aggregate liability under this Agreement shall not exceed the total fees paid by Client to Service Provider under this Agreement during the six (6) month period preceding the claim.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of without regard to conflict of law principles.

Entire Agreement

This Agreement, including any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals, and communications, whether oral or written. Any amendment must be in writing and signed by authorized representatives of both parties.

Acceptance Criteria & Approvals

Additional Approvals Required:

Attachments & Additional Instructions

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

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What the Project Request Form Is and when it’s used

A Project Request Form is a standardized intake document that captures scope, timeline, resources, budget, and approvals needed to start or change a project. Organizations use it to record requester details, project description, business justification, priority, required deliverables, and initial risk or compliance notes. The form creates a single source of truth for triage and budgeting and is used by project management, procurement, IT, facilities, and finance teams to move requests into evaluation and approval workflows.

Why a clear Project Request Form matters

A well-structured Project Request Form reduces back-and-forth, clarifies decision criteria, and preserves an auditable record of what was requested and approved. It supports faster triage, consistent prioritization across stakeholders, and better budget forecasting while serving as the initial contract record if the request becomes a funded project.

Why a clear Project Request Form matters

Who typically completes or approves a Project Request Form

Assign clear roles for requester, reviewer, and approver on the form to avoid delays and ensure record traceability.

  • Requesters and project sponsors from business units who define objectives, scope, and expected benefits.
  • Project managers and PMO staff who assess feasibility, dependencies, and resource needs.
  • Finance, procurement, or IT approvers who validate budget, vendor sourcing, and technical fit.

Step-by-step: completing the form from request to approval

Follow these steps to submit a complete request and avoid delays in routing and review.

  • 01
    Prepare Request: Gather scope, budget, timeline, and supporting documents.
  • 02
    Complete Form: Fill all mandatory fields and attach required files.
  • 03
    Submit for Triage: Send to PMO or intake queue for initial review.
  • 04
    Obtain Approvals: Route to finance, procurement, and stakeholders for signature.

Essential sections to include in a professional Project Request Form

A complete form balances concise information capture with enough detail for evaluators to make decisions without repeated follow-up. Include the following core sections.

Requestor Details

Contact information, department, cost center, and requester role. These fields enable accountability and route determination during review and after approval.

Project Summary

Clear description of objectives, expected deliverables, and success criteria. Avoid vague goals; define measurable outcomes where possible to guide scope and acceptance testing.

Business Justification

Explain benefits, alignment to strategy, and any regulatory drivers. Quantify expected cost savings, revenue, or risk reduction when feasible for prioritization.

Scope & Constraints

List in-scope items, known exclusions, dependencies, and constraints such as third-party approvals, vendor lead times, or technical limitations.

Budget & Funding

Provide estimated costs, funding source, account codes, and whether contingency is required. Attach quotes or estimates as supporting documents.

Approvals & Dates

Designate approvers, required signatures, and target milestones. Include escalation routing for overdue approvals and a date field for auditability.

Typical digital workflow settings for online intake

Configure fields and routing to match your intake process; standard settings reduce manual handoffs and improve tracking.

Field Configuration
Approver Role Map to finance or PMO with conditional routing
Priority Set default to 'Normal'; allow requester to choose
Budget Code Required field with validation for valid cost centers
Notifications Email alerts at submit, approve, and escalate stages

How digital submission and routing usually works

An automated flow reduces manual steps and preserves a complete audit trail for each action taken on the request.

  • Submit: Requester completes form and uploads attachments.
  • Triage: Intake team checks completeness and assigns priority.
  • Review: Approvers evaluate scope, budget, and schedule.
  • Approve: Designated approvers sign and the request becomes a project or is returned for revision.

Technical considerations for eSubmission and integration

Ensure integration points capture metadata (submitter, timestamp, attached files) in a manner that is searchable and exportable for audits or project accounting.

  • File formats: Accept PDF, DOCX, and XLSX to preserve attachments and tables.
  • Integrations: Connectors for Salesforce, Microsoft 365, NetSuite, Google Workspace aid downstream processing.
  • Authentication: Support email, SMS codes, and SSO for stronger signer attribution.

Security and compliance checkpoints to include

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest
Audit Trail: Capture IP, timestamp, and action history
Access Control: Role-based permissions and SSO
HIPAA: BAA required for PHI workflows
21 CFR Part 11: Required for FDA-regulated records
SOC 2: Controls and report available on request

Common mistakes that slow approvals

  • Leaving budget fields blank or entering ranges that lack justification, which forces finance to request estimates or quotes.
  • Attaching incomplete or unreadable vendor quotes and not labeling attachments clearly for reviewers to identify cost items.
  • Using inconsistent cost center codes or abbreviations that fail validation rules and block automated routing.
  • Not specifying required approvals or failing to route to a delegated approver when primary signers are unavailable.

Consequences of incomplete or incorrect requests

Approval Delays: Project start postponement
Budget Overruns: Costs increase without proper controls
Procurement Risk: Noncompliant vendor selection
Audit Findings: Recordkeeping gaps flagged
Contractual Exposure: Scope gaps create disputes
Operational Impact: Resource conflicts and schedule slips

Typical timelines and processing expectations

Set clear SLAs on the form to manage expectations for triage, review, and approval steps; timeframes vary by priority and organisation.

Initial Triage:

1–3 business days for completeness check

Budget Review:

3–10 business days depending on complexity

Procurement Lead Time:

Varies; 10–30 business days for vendor selection

Final Approval:

1–5 business days after reviewer sign-off

Schedule Baseline:

Project planning begins within 5–15 business days

Key milestones from submission to project intake

Use a milestone sequence to show the handoffs and expected duration for each stage of intake and approval.

01

Submission

Requester submits completed form with attachments.

02

Triage and Validation

Intake team confirms completeness and assigns priority.

03

Review and Budget Approval

Finance and PMO assess cost and resource availability.

04

Final Authorization

Authorized approver signs and work is scheduled.

eSignature pricing and capability snapshot for Project Request Forms

Compare starting prices and core capabilities for common eSignature providers to evaluate cost and feature fit for Project Request Form workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about using and signing a Project Request Form

Answers to common questions on validity, eSigning, notarization, editing, and recordkeeping for Project Request Forms.


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