Client intake form template (free)
A free client intake form for freelancers and agencies. Ask about scope, budget, timeline and past experience before the first call.
11 questions on one page
Change request form template (free)
A client asks for "one small thing" on a call, and three weeks later nobody remembers what was agreed. This change request form template puts every request in writing before you touch it. The client describes the new work, why it matters now and which agreed deliverables it affects. Then they pick how urgent it is, whether the deadline can move and whether there is budget for it. If the date is fixed, a follow-up asks what could be dropped to make room. When a colleague holds the sign-off, two extra questions collect their name, role and email. Sign up for free, copy the template into your account and add its link to your kickoff email, so clients know where requests go.
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What's in this form
13 questions on one page. Every question, in order:
Page 1: Request a change to the scope
| No. | Question | Answer type | Required? |
|---|---|---|---|
| 1 | Your nameShort answer, Required | Short answer | Required |
| 2 | EmailEmail, Required | Required | |
| 3 | ProjectShort answer, Required | Short answer | Required |
| 4 | What would you like to change or add?Long answer, Required | Long answer | Required |
| 5 | Why is it needed now?Long answer, Optional | Long answer | Optional |
| 6 | Which parts of the agreed scope does this replace or affect?Long answer, OptionalName the deliverables you think are touched, even if you're not sure. | Long answer | Optional |
| 7 | How urgent is it?Multiple choice, RequiredChoices: Needed immediately, Needed within two weeks, Before the project ends, No fixed date | Multiple choice | Required |
| 8 | Can the deadline move?Multiple choice, RequiredChoices: Yes, the deadline can move, No, the deadline can't move, Not sure yet | Multiple choice | Required |
| 9 | What could be dropped to fit this in?Long answer, OptionalIf the date is fixed, something else has to give. What would you choose? | Long answer | Optional |
| 10 | Is there extra budget for this?Multiple choice, RequiredChoices: Yes, No, Not sure yet, I need to ask | Multiple choice | Required |
| 11 | Who signs this off?Multiple choice, RequiredChoices: I do, Someone else on my side, Not decided yet | Multiple choice | Required |
| 12 | Their name and roleShort answer, Optional | Short answer | Optional |
| 13 | Their emailEmail, Optional | Optional |
How the logic works
- Shows “What could be dropped to fit this in?” when “Can the deadline move?” is “No, the deadline can't move”
- Shows the note “Noted. We'll send a revised quote for this change before...” when “Is there extra budget for this?” is “No”
- Shows “Their name and role” when “Who signs this off?” is “Someone else on my side”
- Shows “Their email” when “Who signs this off?” is “Someone else on my side”
What people see after sending
Request received
We'll come back with the cost and the effect on the timeline before starting anything.
Built in
- Conditional logic
Who it's for
- Small agencies running fixed-scope website, brand or content projects
- Freelancers who quote per project and need scope changes in writing
- Project leads who juggle several clients and lose requests in email threads
- In-house teams that take requests from other departments against an agreed plan
When to use it
- After kickoff, once the scope and the deadline are agreed
- When a client asks for a new page, feature or deliverable in a meeting or a chat message
- When feedback on a draft turns into new work rather than a fix
- When a stakeholder joins late and wants to add ideas of their own
- Before you send a revised quote, so the request and your reply line up
Make it yours
- Set the rule on day one. Share the link in the kickoff email and in your project notes, and say that new work starts once a request comes through the form and you have replied with the cost and the new date. Clients follow a rule they heard at the start far more easily than one you bring in halfway through.
- Give each client their own link. In the editor, set a prefill parameter on the Project question, then send each client a link with their project name already filled in. Requests from three clients stay apart in the responses table, and nobody types the project name five different ways.
- Rewrite the budget note in your own words. When a client answers "No" to the budget question, the form shows a short note saying you will send a revised quote before starting. Edit it to match how you price changes, for example your hourly rate or a minimum charge per request.
- Start your reply with the trade-off. When the deadline can't move, the client has already told you what they would give up to fit the change in. Open with that answer instead of asking the question again on a call.
- Keep a running change log. Connect the form to Google Sheets and each request lands as a new row with the date, the urgency and the budget answer. Read it at the end of the month to see how far the project has drifted from the original plan.
- Don't let requests sit. Notifications are off by default, so turn on an email to yourself for each new response, or send each request to a Slack channel the whole team watches.
- Add a sign-off field if you want one. The template asks who signs off but leaves the decision between you and the client. If you'd like a signed copy on file, put a signature question at the end as a sign-off field, then download the response as a PDF for the project folder. Whether the change goes ahead still follows the terms of your contract.
- Keep the promise on the thank-you screen. It tells the client you will come back with the cost and the effect on the timeline before starting anything. Reply first, build second, and you won't end up doing extra work for free.
Print it or edit it offline
The same questions, ready to print or edit.
Where the answers go
Every response lands in your HornetForms inbox. From there, send it wherever your team already works.
- Turn on an email to yourself for each new response, on every plan
- A confirmation email to the person who filled it in, when the form asks for their email
- A new row in Google Sheets, a message in Slack or Discord, or a page in Notion, free on every plan
- Connect with Zapier, or send signed webhooks to n8n, Make or your own app
- CSV export on every plan, and Excel export on Pro and Business
Questions people ask
What is a change request form?
It is a written record of a request to change a project's agreed scope after work has started. It captures what should change, why, how urgent it is and what it affects, so both sides can weigh the time and cost before anyone starts the new work.
What should be included in a change request form?
At a minimum: who is asking, which project, what should change and why now, which deliverables it touches, how urgent it is, whether the deadline and budget can flex, and who on the client side signs off. This template asks all of that in 13 questions on one page.
Who should sign off a change request?
Usually the person who signed the original agreement or who holds the budget on the client side. The template asks whether the person filling it in signs off or someone else does, and collects the other person's details: name, role and email. The yes or no then happens between you and them.
Can I get this change request form template in Word or PDF?
Yes. Download a printable PDF for US Letter or A4, or a Word file you can edit, from this page. The online version also shows the follow-up questions only when they apply, which a paper form can't do.
What does a filled-in change request look like?
Here is a short example. A client asks to add a members-only area to the website within two weeks. The deadline can't move, so they offer to drop the blog page. They have no extra budget for now and name their operations lead as the person who signs off. One request tells you the new scope, the trade-off and who gets the revised quote.
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Further reading
Project change request process: no more awkward scope calls
A simple project change request process for agencies and freelancers: five steps, what to ask, how to price a change, and a free change log sheet.
Published10 min read- guides
- agencies
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