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Project Intake Form

Free project intake form template. Capture scope, budget band, timeline, and decision-maker in one conversational form, so the first call starts with a brief instead of a blank page.

project intakeagencyscopingclientbrief
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Free to use. No credit card required.

Fields included
  • -
    Your Name
    Text input• Required
  • -
    Work Email
    Text input• Required
  • -
    Company or Organisation
    Text input
  • o
    What kind of project is this?
    Single choice• Required
  • =
    What should be different once this is done?
    Long text• Required
  • =
    What is already in place?
    Long text
  • o
    What budget range are you working with?
    Single choice• Required
  • o
    When does this need to be finished?
    Single choice• Required
  • o
    Who signs this off?
    Single choice
  • =
    Anything else we should know?
    Long text

Try this form live

This is the exact experience your respondents get — one question at a time, with the AI adapting each question to your answers and validating them as you go. Clone it to add your branding, logic, and response analytics.

Why each question earns its place

What kind of project is this?
Sorts new builds from rebuilds from retainers before anything else — the three have completely different scoping conversations, and knowing which one you are in shapes every later question.
What should be different once this is done?
Asks for the outcome rather than the deliverable. Clients who answer 'more signups' are easier to quote for, and easier to satisfy, than clients who answer 'a website'.
What is already in place?
Existing brand, content, or a working team is the difference between a build and a rebuild — and it is the single most common cause of an estimate being wrong.
What budget range are you working with?
A band, not a number. Enough to know whether to proceed, without asking anyone to negotiate against themselves in a form field.
When does this need to be finished?
A fixed deadline is a different project from a flexible one at the same scope and price. Better to learn that now than in week three.
Who signs this off?
Committee approval adds weeks that have nothing to do with the work. Optional, because early enquirers often genuinely do not know yet.

Best for

  • Teams launching a project intake form flow, tailored around project intake, agency, scoping.
  • Customer or employee onboarding flows that need structured context.
  • Teams collecting preferences before a kickoff or handoff.

Why use this template

Qualify a new project request in one pass — scope, budget, and timeline before the first call. This project intake form template gives you a ready-to-edit conversational flow, so you can publish faster while still collecting the context a static form often misses. Adjust labels, required fields, and AI-powered follow-ups inside SiliForm.

Frequently asked questions

What should a project intake form ask?
Enough to decide whether to take the project and what to quote: the outcome the client wants, a budget band, a deadline, and who signs off. Everything else can wait for the call — this form exists to make that call worth having.
Should I ask for budget on an intake form?
Yes, as a band rather than a number. People who will not name an exact figure will happily pick a range, and a range is all you need to know whether the project is viable before either side spends an hour on a call.
Won't asking about budget scare people off?
It filters, which is the point. The enquiries lost to a budget question are overwhelmingly the ones that would have ended in a no after two meetings. Adding a 'not established yet' option keeps genuinely early enquiries in.
How is this better than a contact form?
A contact form gets you 'hi, can you help with a website?' and three days of email establishing what that means. This arrives as a brief. Asked conversationally, one question at a time, it collects nine answers with less drop-off than a nine-field page.

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