Describe the claims your organization receives and the information reviewers need. Makeform turns that brief into an online claim form with claimant details, dates, itemized amounts, incident questions, attachments, declarations, and routing fields ready to edit and publish.
Send new claims to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a complete example, adapt the details to your process, or send the prompt into the Makeform builder. The displayed structure is an example rather than a generated result.
Audience
Customers reporting a faulty or damaged product
Format
Conditional claim form with receipt and photo uploads
Prompt size
509 chars
Example form structure
Conditional claim form with receipt and photo uploads
Contact, order, and product details
When did the issue begin?
Describe the fault and troubleshooting
Receipt, product photos, or video
Requested resolution
Suggested routing tags
New claim
Needs documents
Ready for review
Ask for the event date, purchase or policy reference, requested resolution, and separate uploads. Those details let a reviewer identify the record and see what is missing without starting an email chain.
Step 1
Identify
claimant, account, order, or policy reference
Step 2
Explain
event, timeline, loss, and requested outcome
Step 3
Attach
receipts, photos, estimates, and reports
Step 4
Review
route the complete submission to the right team
Why structured claim intake
Claims arrive with different stories, references, amounts, and files. A structured claim form asks the same essential questions in the right order, helping reviewers understand the request and identify missing details before follow-up begins.
Use conditional sections for warranty faults, property incidents, expenses, or service damage. Claimants see relevant questions instead of navigating one long generic form.
Keep order numbers, dates, amounts, narratives, receipts, photos, and estimates within the same submission so the reviewer has one coherent intake record.
Capture category, location, department, and requested outcome as structured choices that can support notifications, spreadsheet views, and internal routing.
Adaptable claim intake
Begin with the scenario closest to your work, then replace the sample categories, references, declarations, and routing details with your organization's own process.
Connect the claimant to a purchase and product, capture the fault and troubleshooting, and request receipts, serial numbers, photos, or video.
Record policy references, incident facts, affected property, other parties, and supporting files while clearly separating intake from coverage decisions.
Gather itemized business expenses, currencies, project codes, receipts, advances, and manager details in a repeatable request format.
Collect booking references, event timelines, affected items, estimated values, prior support contact, and the resolution the customer is requesting.
Build your intake workflow
Give Makeform the claim categories, facts, documents, and handoff rules your team uses. Then review the generated structure and publish it where claimants can reach it.
Name the claimant, reference number, event facts, amounts, documents, declarations, and internal category your reviewer needs. Include differences between claim types.
Replace sample options with your products or departments, mark essential references required, and reveal specialized questions only when a relevant answer is selected.
Notify the appropriate inbox when a form arrives. Include the claim reference and category in the message while keeping detailed review inside the submission.
Share the form by link or embed it on a support page. Use consistent status tags such as new, needs documents, under review, or closed for internal follow-through.
Form vs email vs static file
Email is flexible but inconsistent, and a downloadable document still has to be returned and sorted. An online claim form turns repeated intake questions into structured responses while leaving review decisions with your team.
Field guide
A strong claim form identifies the person and transaction, captures a precise account of the event, asks for supporting material, and explains the next step without suggesting that submission equals approval.
Claimant & contact
Start with enough contact information to match the claimant to your records and conduct follow-up. Avoid collecting unrelated personal details simply because another process asks for them.
Reference & eligibility context
Ask for the identifier that lets a reviewer locate the underlying purchase, booking, policy, project, or service. A structured reference reduces ambiguity without deciding whether the request qualifies.
Event & timeline
Dates and guided narrative prompts turn a vague report into a reviewable timeline. Use conditional questions for event types that require different factual details, such as a product fault versus property damage.
Items & requested amount
Itemized entries help the claimant explain how the requested total was reached. Keep the request separate from your later assessment, adjustment, approval, or payment decision.
Supporting attachments
A single upload prompt leaves claimants guessing. Label separate upload fields for purchase proof, item condition, cost support, and relevant correspondence, and explain which formats your reviewers can use.
Declaration & handoff
Place your own accuracy declaration and follow-up explanation before the submit button. Tell claimants what reference or confirmation they will receive and that reviewers may request more information.
Related tools
Start with a more specialized claim, reimbursement, refund, or incident form when its questions match your process more closely.
Collect business loss details, policy references, incident context, and documents for an insurance claim intake workflow.
Open toolCreate structured expense lines with business purpose, dates, amounts, categories, and receipt uploads.
Open toolRoute employee reimbursement requests with department, manager, payment, advance, and documentation details.
Open toolCapture an incident timeline, people involved, observations, immediate actions, and relevant uploads.
Open toolGather transaction references, reasons, affected items, refund preferences, and supporting documents.
Open toolBuild product-focused intake for purchase records, serial numbers, faults, troubleshooting, and product images.
Open toolFAQ
Practical answers for operations, support, warranty, insurance intake, and finance teams building a clearer submission process.
A claim form is a structured way for a customer, employee, policyholder, member, or vendor to request review of a loss, fault, expense, refund, or reimbursement. It typically identifies the claimant and related transaction, records what happened and when, itemizes the requested outcome, and accepts supporting documents. The exact questions should reflect the organization's review process and the kind of claim being submitted.
Include claimant contact details; an order, policy, invoice, booking, account, or project reference; important dates; claim category; a detailed event or expense description; affected items; currency and requested amount when applicable; prior actions; preferred outcome; and relevant attachments. Add an accuracy acknowledgment and explain what happens after submission. Conditional logic can show specialized fields only for the selected claim type.
Yes, when the first question identifies the claim type and sends the claimant through a relevant branch. Shared contact and reference fields can remain at the beginning. Warranty branches can ask about products and faults, insurance intake can ask about incidents and affected property, and reimbursement branches can request expense lines and receipts. Separate forms may still be clearer when different teams, audiences, or instructions apply.
Use clearly labeled file upload fields instead of one vague attachment box. For example, separate proof of purchase from product photos, damage images, repair estimates, inventories, or correspondence. Explain which files are relevant and avoid asking for documents your team does not use. Pair every upload with structured fields such as the order number, item description, date, and amount so reviewers can understand each file's purpose.
No. Submission records a request and begins your organization's review process; it should not be presented as confirmation of coverage, eligibility, reimbursement, payment, or approval. State this distinction near the acknowledgment and submit button. You can also explain that a reviewer may request additional information and provide the claimant with a reference they can use in later communication.
Collect structured choices such as claim type, product line, service location, department, project, incident category, or requested outcome. Use those values consistently in notifications and spreadsheet views so the receiving team can sort new submissions. Status tags such as new, needs documents, ready for review, and closed can help internal follow-through, while the underlying assessment remains with your designated reviewer.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect claim submissions without a response cap. The paid tier removes the Makeform badge. Review the generated questions, declarations, document requests, and routing choices before publishing so the form matches your actual process.
Start with a short explanation of who should use the form and what to prepare. Group questions into contact, reference, event, item or amount, attachments, and acknowledgment sections. Use dropdowns for known categories, date and number fields for structured values, examples for unfamiliar references, and conditional branches to hide irrelevant questions. End with a clear submit action and a realistic explanation of the next review step.
Turn scattered claim emails into structured intake.
