Describe the records your office, school, or agency provides. Makeform creates a form that identifies the requester, specifies the documents, and captures delivery choices.
Send document requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a starting point, adapt it, or send the prompt to the Makeform builder.
Audience
Clients and staff requesting business records
Format
Request form with document checklist and delivery choice
Prompt size
294 chars
Example form structure
Request form with document checklist and delivery choice
Requester name and contact details
Which documents do you need?
Record subject and date range
Preferred format and delivery
Supporting information
Suggested routing tags
New request
Needs clarification
Ready for delivery
Ask for document type and date range separately so staff can locate the record faster.
Step 1
Identify
requester, record subject, and relationship
Step 2
Specify
document types, dates, and reference details
Step 3
Route
department reviews and clarifies the request
Step 4
Deliver
approved copies follow the selected method
Better request intake
A structured form captures identifiers, scope, dates, format, and destination before staff begins searching.
Separate fields for document type, subject, dates, and reference number give staff usable search clues.
Conditional sections show students, employees, clients, or representatives only their relevant follow-ups.
Department answers support triage, while status tags separate new, unclear, in-review, and completed requests.
One pattern, many records
Choose the closest workflow, then replace its documents, departments, instructions, and delivery choices.
Collect account references, requested copies, dates, requester relationship, and a needed-by date.
Ask for student identifiers, attendance years, record choices, recipient, and copy count.
Route by department, then gather a description, dates, names, locations, and format.
Identify the employee, file categories, employment period, delivery, and any representative authorization.
Request workflow
Turn your record list into a form, then test its paths with the reviewing team.
Name the documents, eligible requesters, owning teams, and details that help staff find each file.
Add your document names, conditional questions, upload instructions, and deadline wording.
Preview each requester path. Check required fields, mobile layout, confirmations, and “other” responses.
Share or embed the form, send confirmations, notify staff, and route details into their tracking workflow.
Structured form vs open inbox
Balance requester guidance with room to describe an unusual record.
Field guide
Use six sections to identify the record, reach the requester, and clarify delivery.
Requester
Collect reliable contact information and ask whether the requester is the record subject, guardian, employee, or representative.
Documents
Use checkboxes for common documents and an “other” description for exceptions. Plain labels help staff sort requests.
Search details
Keep record subject, dates, department, reference number, and event details in separate fields where possible.
Conditional details
Conditional logic can ask guardians for student details and representatives for authorization without crowding the first screen.
Format and delivery
Ask which offered format and delivery method the requester prefers, and where copies should go.
Review and confirmation
Summarize the details, provide a follow-up reference, and explain that staff may request clarification before delivery.
Related tools
Use a specialized form when a record type or requester needs different questions.
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Open toolHandle questions and information needs beyond record copies.
Open toolGather school history, transcript format, recipient, and delivery details.
Open toolStructure address requests with subject, purpose, and contact fields.
Open toolCreate intake for people asking about their personal data.
Open toolFAQ
Practical answers for administrators creating consistent request intake.
It is an intake form for requesting specific records or copies. It captures who is asking, what they need, searchable dates or identifiers, and the preferred format and destination.
Include requester contact details, relationship, document type, record subject, dates, department, and relevant references. Add copy count, format, delivery choice, deadline, and uploads only when your workflow needs them.
Offer common records as checkboxes, ask for start and end dates, and separate names from reference numbers. Keep an “other” field for exceptions and provide a contact for clarification.
Yes, when choices match the organization. Schools may need student IDs, offices may use account numbers, and agencies may route by department. Conditional logic can tailor the follow-ups.
Yes. Add an upload when the process needs supporting material, and explain what is accepted and why. Avoid requesting sensitive files when a narrower identifier is enough.
List supported methods such as email, portal, pickup, or mail. Ask for the recipient and destination when different from the requester, and make delivery subject to staff review.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect requests without a response cap. The paid tier removes the Makeform badge.
Submissions arrive in the Makeform inbox. A workflow can notify the responsible team and send selected details to Google Sheets, Slack, or connected apps through Zapier. Test routing before launch.
Turn “please send my records” into an actionable request.
