A project intake form is a document used to gather details and requirements from a client for a proposed project. The form can be filled out by clients or by others within the organization to help the receiving party understand the project and decide whether to accept. The client or company member that completes the intake document will provide details such as project type, objective, budget, target audience, and timeline.

CONTENTS What to Include Contact Information Project Type Project Objective Target Audience Budget Timeline Next Steps

What to Include

An effective intake form will give a clear picture of the client’s vision while supplying the service provider with enough information to determine whether they want to proceed with the project. The following essential information should be provided:

Contact Information

Every project intake form should include the contact information of the person filling out the document. This info will generally include the individual’s name, phone number, email address, website, and company/department name.

Project Type

The receiving party needs to know what type of work is being requested. Some examples of projects include:

• Social media campaign
• Blog post
• Webinar
• Email campaign
• Video
• Photoshoot
• Graphic design
• Content marketing

Project Objective

The client should indicate what they hope to achieve with the project. This information can help the service provider decide on the best approach to achieve their client’s goals should the project move forward. Objectives may include increasing revenue, website traffic, brand awareness, improving SEO, or getting more customers.

Target Audience

It may benefit the project manager to know who the client’s customers, audience, or end users may be so they can provide a more customized solution. The client may wish to provide the following information regarding their audience:

• Age
• Gender
• Location
• Interests
• Occupation

Budget

Allowing clients to indicate their budget will initially help providers filter out clients that can’t afford their services. If the client has sufficient funding, the service provider can give their client tailored options based on their budget.

Timeline

It’s essential for the party filling out the form to provide a timeline for their project. This allows the provider to determine whether they can meet their client’s expectations, when to let the client know if the project is approved, and when the next steps must be taken.

Next Steps

Once the project intake form has been submitted, it will need to be reviewed by the recipient. Whether that is the project manager, freelance owner, or agency employee, that person will need to assess the project’s viability, whether they need any additional information, and if they want to move forward.