Describe the products you sample and how requests should be qualified. Makeform turns your instructions into an online sample request form with product selection, business details, a complete shipping address, quantity controls, consent, and routing questions—ready for your team to review before fulfillment.
Route sample requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose the request flow closest to your business, edit its details, and send it to the Makeform builder. Each example shows a practical structure rather than a live AI result.
Prompt ready4 formats
Audience
Retail buyers, distributors, and purchasing teams
Format
Qualified request with company and shipping details
Prompt size
477 chars
Brief qualitySends to builder
Example form structure
Qualified request with company and shipping details
Prompt exampleEditable in builder
Company, role, and business type
Short answerFirst ask
2
Which samples would you like?
Checkboxes
3
Estimated order volume and timeline
Dropdown
4
Commercial shipping address
Address
5
Preferred sales follow-up
Multiple choice
Suggested routing tags
Suggested
Qualified request
Address review
Follow-up needed
Ask whether the address is commercial or residential and collect a recipient phone number; carriers often need both details when a package cannot be delivered normally.
Step 1
Qualify
company, use case, volume, and timing
Step 2
Select
products, variants, sizes, and quantities
Step 3
Verify
recipient, shipping address, and delivery notes
Step 4
Route
fulfillment queue and sales follow-up
Why use a dedicated request flow
Turn sample interest into a fulfillable request.
A generic contact form captures enthusiasm but leaves operations chasing the product, quantity, address, and buying context. A focused sample request form gathers those details together and gives each team a cleaner next step.
Qualify before you ship
Ask about business type, intended use, estimated volume, timeline, or project stage before a request enters the packing queue. Required choices make comparison easier while an optional notes field preserves unusual context.
Control what can be requested
Present current products, variants, sample sizes, and per-request quantities as structured choices. Clear limits prevent ambiguous requests such as “send everything” and help the fulfillment team pick the correct items.
Give sales and shipping one record
Keep prospect details, selected samples, delivery instructions, and follow-up preference in the same submission. Notifications can alert the responsible team while a spreadsheet supports a shared processing queue.
Adapted to your sample program
Ask different questions for different products.
A useful request form reflects how the sample is selected, packed, delivered, and followed up. Start with the closest workflow and replace its choices with your real catalog.
Wholesale and distributor leads
Qualify the company, sales channel, territory, potential volume, and purchase schedule. Route high-context requests to an account owner and send complete selections to fulfillment.
Swatches and finish libraries
Capture project stage, specification deadline, colors, finishes, dimensions, and the delivery location so architects and designers receive the relevant physical references.
Consumer trial programs
Use a short matching flow for preferences and product eligibility, then collect contact and shipping details. Keep promotional permission separate from the operational updates needed to handle the request.
Special delivery handling
Ask about commercial versus residential destinations, receiving windows, loading access, temperature needs, or carrier accounts when those details affect whether the package can be accepted.
Build the workflow
From product list to a request your team can ship.
Generate the foundation, replace example choices with your current catalog and rules, test the address and routing paths, then share the form wherever prospects discover your products.
Tell Makeform who can request samples, which products are available, what makes a request useful, and where you can deliver. Include limits such as three selections or one request per business when they matter operationally.
02
Edit products, rules, and branches
Replace generated options with exact product names, variants, sizes, and quantity rules. Use conditional questions so project details appear for trade buyers while residential delivery questions appear for consumer requests.
03
Test selection and address paths
Submit test requests for common and edge cases. Confirm required fields, maximum-choice instructions, international or excluded destination messaging, confirmation copy, mobile usability, and the information visible to fulfillment.
04
Publish and route each response
Share the link on product pages, campaigns, QR codes, or sales emails. Send new submissions to the right inbox, Slack channel, or spreadsheet and define who verifies, packs, ships, and follows up.
Choose the right intake method
Why a sample request form beats an open-ended email.
Email works for conversation, but it rarely arrives with every fulfillment detail. A generated form establishes one repeatable intake standard without forcing every prospect through the same irrelevant questions.
Approach
What you receive
Operational fit
ApproachEmail or contact form
What you receiveA free-text request that may omit the variant, quantity, postal code, business context, or delivery contact.
Operational fitUseful for exceptional questions, but usually requires manual clarification before shipping.
ApproachDownloadable request sheet
What you receiveA consistent set of questions, plus the extra work of downloading, completing, attaching, and re-entering information.
Operational fitReasonable for an internal process, but adds friction for prospects and creates version confusion.
Approach
Generated online sample request form
What you receiveStructured product choices, qualification answers, shipping details, consent, and notes in one submission.
Operational fitBest when sales and fulfillment need a shared, searchable intake process that can change with the catalog.
Field guide
What a sample request form should include.
The best fields remove a real decision or handoff from the inbox. Use these six sections as a checklist, then keep only the questions your team will use to qualify, pack, deliver, or follow up.
Requester identity
Know who is asking and how to reach them.
Start with name, email, phone, company, role, and website when the program serves business buyers. For consumer programs, ask only for identity and contact details needed to process the request. Explain which messages concern fulfillment and offer any marketing choice separately.
Full name, work email, phone, company, and role.
Customer type, business type, or professional credentials when relevant.
Preferred contact method and a separate promotional permission choice.
Qualification
Collect the context behind the request.
Samples cost inventory, packing time, and postage. Ask questions that help the team understand fit, priority, and follow-up: intended application, channel, project stage, estimated order size, decision date, or current supplier. Avoid collecting information that nobody uses.
Intended use, industry, project, or customer segment.
Estimated volume, location count, buying timeline, or launch date.
A concise notes field for context that structured choices cannot capture.
Product selection
Make every requested item unambiguous.
Use dropdowns, images, or checkbox choices based on catalog size. Put the product name, variant, color, finish, sample size, and quantity in separate structured fields when the warehouse needs each value. State selection limits beside the question and include an unavailable-product route.
Product family followed by model, flavor, finish, color, or size.
Maximum selections and allowed quantity per item.
Conditional options that show only variants belonging to the chosen product.
Shipping details
Capture an address the carrier can use.
Collect recipient, organization, street lines, city, region, postal code, country, and phone as distinct fields. Ask whether the destination is commercial or residential and provide space for suite, dock, gate, or receiving instructions. If service areas are limited, say so before submission.
Recipient and organization plus complete structured address.
Destination type, phone, suite, dock, gate, and delivery notes.
Receiving days and hours for locations that cannot accept packages anytime.
Fulfillment routing
Design the submission for the people processing it.
The confirmation page should set an honest expectation without promising approval or delivery. Internally, include a request identifier, submission time, product summary, qualification details, and shipping information in alerts. Route by territory, product line, or customer type when ownership differs.
Notifications with the requested products and destination visible.
Status tags such as new, needs review, approved, packed, shipped, or declined.
A shared sheet or connected workflow for ownership and follow-up notes.
Consent and follow-up
Set expectations after submission.
Tell requesters what happens next: review, possible clarification, fulfillment decision, and contact method. Do not promise that every request will be accepted or delivered. If the sales team wants to call, ask for a suitable time and topic instead of turning a logistics request into unexpected outreach.
Acknowledgment that requests may be reviewed before fulfillment.
Preferred follow-up channel, time, and subject.
Separate choices for request updates and optional promotional communication.
Related tools
Connect sampling to the rest of the sales workflow.
Use focused forms for adjacent steps such as catalog requests, lead intake, product feedback, quotes, custom orders, and general contact.
Practical answers for marketing, sales, and fulfillment teams creating a reliable online sample program.
What is a sample request form?
A sample request form is an online intake form prospects use to ask for physical or digital product samples. It typically captures requester identity, product and variant selections, intended use, qualification details, a shipping address when needed, and follow-up preferences. Unlike a general contact form, it gives sales and fulfillment the structured information needed to evaluate and process the request without a long email exchange.
What fields should I include in a sample request form?
Include name and contact details; company, role, or customer type when relevant; product, variant, size, and quantity; intended use; estimated order volume or project timing; and a complete recipient and shipping address. Add delivery instructions, receiving hours, preferred follow-up, and an acknowledgment that requests may be reviewed. Keep optional marketing permission separate from updates needed to process the request.
How can I prevent unclear or oversized sample requests?
Use controlled product choices instead of one open text box, state the maximum number of selections beside the question, and ask for quantity with a bounded dropdown. Branch from product family to valid variants so requesters cannot combine mismatched options. You can also ask qualification questions before product selection and clearly explain that submitting a request does not guarantee approval, stock, shipment, or a delivery date.
Can the form collect shipping addresses and delivery instructions?
Yes. Add separate fields for recipient, organization, street lines, city, region, postal code, country, and phone. Include commercial or residential destination, suite or dock, receiving hours, access notes, and special handling questions only when your process uses them. Test address paths for every destination you accept, and explain any geographic limitations before the requester submits.
Can I route sample requests to sales and fulfillment?
Yes. New submissions can notify the appropriate inbox or Slack channel and can be organized in Google Sheets or connected apps through Zapier. Design alerts so the product summary, qualification context, recipient, and destination are visible. A practical internal workflow assigns an owner and uses statuses such as new, review needed, approved, packed, shipped, followed up, or declined.
How should I qualify B2B sample requests?
Ask only questions that change how your team prioritizes or follows up. Common fields include company and website, buyer role, sales channel, territory, location count, intended application, expected order volume, specification or launch date, and whether the requester needs technical guidance. Use structured ranges where exact forecasts are unrealistic, plus a short notes field for project context.
Is this sample request form generator free?
Yes. Makeform is unlimited free for generating, editing, publishing, and collecting responses with your form. The paid tier removes the Makeform badge. You can update products, qualification questions, shipping fields, confirmation copy, and routing as the sample program changes.
What should happen after someone submits a request?
Show a confirmation that the request was received and explain the review process without promising approval or delivery. Internally, notify the owner, check eligibility and stock, verify unusual address details, record the decision, and pass accepted requests to fulfillment. If the prospect asked for contact, follow up using the chosen channel and context; otherwise limit messages to necessary request updates and permissions provided.
Replace sample requests scattered across inboxes.
Generate a sample request form your prospects can complete and your team can fulfill.
Unlimited freeProduct and shipping fieldsQualification and routing
