Form templates / Construction & Contractors
Project Intake Form
A project intake form is what you send once a job looks real. It gathers the information that turns an enquiry into a file: the site, the stakeholders, the consents, the programme and the money.
For builders, trades, contractors and site managers.
The handover from sales to site is where jobs go wrong
The person who won the work knows the client's expectations, the awkward neighbour and the promised start date. The site team knows none of it, because it lived in a phone conversation.
A single intake form makes that handover an artefact rather than a memory. Every project has the same fields in the same order, so a project manager picking up a job reads one page instead of interviewing a colleague - and if there's a dispute later, what was agreed at the outset is written down and dated.
Why ask it all up front
Half-finished information is worse than none: it looks like you can begin, and then you can't. A customer who fills in one page has told you enough to quote, schedule and prepare - without a single back-and-forth.
It also sets the tone. A form that asks precisely, and only once, reads as a business that has done this before. That impression is doing real work while your competitor is still emailing "quick question".
Site access, scope and dates decide the price
Two identical-sounding jobs price differently because of parking, access, floor level and whether anyone lives there during the work. Those are the questions that stop a quote becoming an argument.
Asking on a form also gives you a written scope. When the job changes - and it will - you have what was originally described, dated, in the customer's own words.
It works on a phone, on a bad signal
People fill these in from a car park, a waiting room, a sofa at 11pm. This form is one small page that opens the instant they tap the link and submits without needing anything clever in their browser - so an answer sent on two bars still reaches you.
Make it yours in a minute
Change the wording, drop the questions you don't need, add the ones you do, put your own colour on it. Saving publishes it, and you get a link to paste into your website, your email signature or a message. Responses land in your dashboard and download as a spreadsheet whenever you want them.
What this template asks
- Project name
- Client name
- Client email
- Client phone
- Site address
- Scope of works
- Contract basis
- Contract value
- Trades involved
- Planning permission
- Building control
- Party wall agreement
- What's available on site?
- Architect or designer
- Structural engineer
- Day-to-day site contact and number
- Planned start
- Planned completion
- Known risks or constraints
More Construction & Contractors forms
Questions
Should the client fill this in, or my team?
Either. Many contractors complete it with the client on a first visit, which turns a site meeting into a structured handover instead of a notebook full of arrows.
Can this feed our project management tool?
Point a webhook at it and every submission is posted as JSON when it arrives, or export to CSV and import. The REST API can also pull responses on a schedule.
Can I add or remove questions?
Yes - every question here is a starting point. Add your own, delete what doesn't apply, reorder by dragging, and make anything required or optional. Saving publishes the change immediately.
Where do the answers go?
Into your dashboard, where you can read, filter and export them as a spreadsheet. You can also have every response emailed to you the moment it arrives, or as a daily or weekly digest.
Do I need a website?
No. Every form gets its own link you can paste into an email signature, a text message, a QR code or a social profile. If you do have a site, you can link to it from anywhere on it.
Can customers send photos of the job?
Not as uploads yet, but asking for a link to photos works today and most people already have them on a phone. The rest of the detail that drives your price is captured here.
Publish your project intake form today
Start from this template and change anything you like. Free to begin.