The Research Intake Process: Forms, Templates & Best Practices

By Philip Burgess | UX Research Leader

Research projects often begin with a simple question or idea, but turning that into a successful study requires a clear and organized intake process. Without a structured approach, teams can face delays, miscommunication, and incomplete data. This post explains how to build an effective research intake process using forms, templates, and best practices that keep projects on track and aligned with goals.

Research intake form on clipboard with pen

Why a Research Intake Process Matters

A research intake process acts as the foundation for every study. It collects essential information about the project, such as objectives, target audience, timelines, and resources. This clarity helps teams:

• Understand the scope and purpose of the research

• Allocate resources efficiently

• Avoid duplicated efforts or missed details

• Set clear expectations for stakeholders

  
  

Without a formal intake process, requests can come in scattered or incomplete, causing confusion and delays. A well-designed process ensures every project starts with the right information.

Key Components of Research Intake Forms

The intake form is the first step in gathering project details. It should be simple but comprehensive enough to capture all necessary information. Here are the main sections to include:

Project Overview

• Research question or problem statement

• Objectives and goals

• Background or context

  
  

Target Audience

• Demographics

• Sample size

• Recruitment criteria

  
  

Methodology Preferences

• Type of research (qualitative, quantitative, mixed)

• Preferred methods (surveys, interviews, focus groups, etc.)

• Data collection tools or platforms

  
  

Timeline and Budget

• Start and end dates

• Key milestones

• Budget constraints

  
  

Stakeholders and Approvals

• Project owner or requester

• Decision-makers

• Required approvals or ethics review

  
  

Including these sections in your intake form helps gather all relevant details upfront, reducing back-and-forth communication.

Templates That Simplify the Intake Process

Using templates standardizes how information is collected and reviewed. Here are some common templates to consider:

Basic Intake Form Template

A straightforward form with fields for each key component. This works well for small teams or simple projects.

Detailed Project Brief Template

Includes more in-depth questions about research design, risks, and expected deliverables. Useful for complex studies or when multiple departments are involved.

Prioritization Matrix Template

Helps teams rank incoming requests based on factors like urgency, impact, and resource availability. This supports decision-making when handling multiple projects.

Approval Workflow Template

Maps out the steps needed for sign-offs and reviews. This keeps the process transparent and ensures compliance with organizational policies.

Using these templates saves time and creates consistency across projects.

Filled research intake template with handwritten notes on desk

Best Practices for Managing Research Intake

Creating forms and templates is only part of the solution. The way you manage the intake process affects its success. Here are some best practices:

Make the Process Easy to Access and Use

• Use digital forms accessible via email or intranet

• Keep forms concise to avoid overwhelming requesters

• Provide clear instructions and examples

  
  

Train Team Members and Stakeholders

• Explain why the intake process matters

• Show how to fill out forms correctly

• Encourage questions and feedback

  
  

Review Requests Promptly

• Assign a team member to monitor incoming requests

• Respond quickly to clarify missing information

• Schedule intake review meetings regularly

  
  

Track and Document Requests

• Use a shared spreadsheet or project management tool

• Record status updates and decisions

• Maintain a history for future reference

  
  

Adjust and Improve Over Time

• Collect feedback from users

• Update forms and templates as needed

• Share lessons learned with the team

  
  

Following these practices keeps the intake process smooth and effective.

Examples of Research Intake in Action

Consider a marketing team planning customer feedback research. They use a digital intake form that asks for:

• The product or service to study

• Customer segments targeted

• Preferred survey methods

• Deadlines aligned with product launches

  
  

The intake coordinator reviews submissions weekly, clarifies any gaps, and prioritizes projects based on business impact. This approach prevents last-minute rushes and ensures research supports marketing goals.

In another case, a university research office uses a detailed project brief template for grant applications. It captures ethical considerations, data management plans, and collaboration details. This thorough intake helps the office prepare accurate reports and meet compliance requirements.

Final Thoughts on Building a Strong Research Intake Process

A clear research intake process sets the stage for successful projects. Using well-designed forms and templates helps teams gather the right information quickly. Managing the process with care ensures requests move forward without confusion or delay.