Request forms are documents which are used by organizations to record the details of the requestors and the descriptions of their requests. Moreover, the form is also necessary for identifying what procedures the requestor will fulfill in order for his request to be acquired or be met.
Types of Request Forms
There are different types of request forms that organizations can use, and each for type caters to varying purposes or subjects:
Change Order Request Form – Construction contractors, subcontractors, and engineers can use change order request forms to inform the other authorized parties of a construction project about changes and updates in the materials ordered from a supplier. In the form, there are six sections to be completed by the requestor. The first section is allotted for stating the description of the project and the summary of both the change order request and the proposed solution while the second section is intended or disclosing the proposed cost and time adjustment to incorporate the changes into the project.
Change Order Request Form
In addition, the third section of the change order request form is for the supplemental information such as the origination of the change order and the documents which may be affected by the change. The fourth section is where the justifications of the requestor will be indicated, the fifth section for the signatures of the contractor and the project engineer, and the sixth section is for the unit price of the items to be changed and its replacements in detail.
Donation Request Form – This form is suitable to be used by business companies and vendors who have programs which help organizations or groups in need. Three sections comprise the form. The instructions of the business company regarding their donation request procedure will be the content of the first section while the other two sections are for documenting the requesting organization’s details and the event or activity where the donations will be used.
Donation Request Form
Event Request Form – The users of event request forms are organizations and educational institutions who host events and activities. Four sections comprise this type of form wherein the first section is for indicating the name of the event, the name and the contact information of the sponsor, and the description of the event. The date and time of the event will be stated in the second section along with the desired location for the event, and the inclement weather site and plans. On the other hand, the last two sections are for disclosing the needs for the event including the food, beverage, parking, and advertisements, as well as the signatures of the sponsor and the co-sponsor.
Event Request Form
Maintenance Request Form – This is the type of form to use if an organization will be needing urgent or immediate repair services. The information which must be collected in a maintenance request form should include the details of the organization’s contact person or the requestor along with the description of the problem, the type of repair needed, and the timeframe or period allotted for the repair.
Maintenance Request Form
Medical Records Request Form – The purpose of this form is to inform a medical institution such as a clinic or a hospital about the need of an individual to acquire specific pieces of medical information. There are six sections in a medical records request form, however, the fourth section or part of the form is only to be filled out by a third party or a requestor who is not the owner of the information being requested. Furthermore, other sections of the form will collect the information of the patient, the type of information to be requested, the purpose of the disclosure, the format of the records, and authorization terms to be understood and affirmed by the requestor.
Medical Records Request Form
Payment Request Form – Company employees use this form to request payment for the goods and services being purchased from a vendor or service provider. The form will document the details of the requestor and the vendor along with the description of the expenditure. Moreover, the authorization of the approval committee or approver will also have to be included in the form.
Payment Request Form
How to Get a Request Form
In order to get a request form, a requestor must approach the assigned committee of the organization or company where the request will undergo an approval process. After informing the committee, the requestor will be handed with the type of request form needed for his specific request. Once acquired, the form must be filled out immediately and be submitted to the committee or the approver.
Invoice Request Form
Personnel Action Request Form
Refund Request Form
Service Request Form
Request Form Tips
Keep the following tips in mind when creating and using any type of request form:
Use templates
As compared to making a form from scratch, a template can be used instead. With a template, lesser creation or preparation time will be taken since the template will already have contents and entry fields as well as placeholders to collect the data of the targeted users.
Save the form in different formats
A request form can be saved or be made into three different formats that an organization can use. Specifically, the form can either be in “.DOC”, “.PDF”, or in “.XLS” format depending on the method of using the form. For instance, if the form will be used online or be filled out electronically, then it is preferable to have the form in “.PDF” format. A “.DOC” format is suitable for printed forms while “.XLS” formats are preferable for finance-related request forms.
Include instructions in the form
The instructions must allow the user in knowing how he can use the form effectively and what procedures he must fulfill in lieu of his request. Instructions can be incorporated before every section or in a separate sheet which will accompany the form.
Shift Change Request Form
Unpaid Work Placement Request Form
Vacation Leave Request Form
And lastly, several types of request forms must be created for different purposes and procedures in a company or organization. This is to ensure that the company will be able to delegate committees who will verify the need for the request and to determine whether or not a request approval will be given.
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