Change request form: log every change with its reason and effect

Midway through a project a client says could we just add one more thing. A week later the deadline has moved and nobody remembers who agreed. I would rather every change arrive the same way, with the reason and the effect written down.

Who should use this?

Agencies, freelancers and IT or operations teams that run projects with a plan, a deadline and someone who approves.

What does each answer let me decide?

The area, details and reason tell you what is asked and why. "Was it in the original plan" separates a true change from a missed requirement. Urgency and the deadline question let you schedule it. The approver and the related link make the decision easy to trace later.

What would the requester's AI ask?

"What is the change, in a few words?" Then "Why is it needed?" Then "Will it move the deadline?" It shows all the answers and sends only after a yes. Read about agent-fillable forms.

Keep one form per team and sort the CSV by project. The form records requests and does not approve them.

Find more in forms for agencies and forms for IT and operations. A project intake form handles new work before it starts. A web design questionnaire helps you settle scope for a site. For broken features, use a bug report.

Questions

Does the form approve the change?

No. It records the request with its reasons and effects. Approval stays with the person named as approver, who replies in your usual channel.

How do I log changes for each project?

Download the CSV and sort by project name. Each row is one request, with its date, area and urgency, so a project owner can see how scope grew.

When is a bug report better than a change request?

Use a bug report when something built does not work as agreed. Use this form when the agreement itself changes. Mixing them hides the real cost of changes.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Request a change",
  "description": "Describe the change you want and why. We review its effect on time and cost before anything starts.",
  "fields": [
    {
      "id": "requester_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "project_name",
      "label": "Which project is this for?",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "change_title",
      "label": "Name the change in a few words",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "change_area",
      "label": "What does it change?",
      "type": "multi_choice",
      "required": true,
      "options": [
        "Scope",
        "Design",
        "Timeline",
        "Budget",
        "Technical setup",
        "Content"
      ]
    },
    {
      "id": "change_details",
      "label": "Describe the change",
      "type": "long_text",
      "required": true,
      "max_length": 3000
    },
    {
      "id": "change_reason",
      "label": "Why is it needed?",
      "type": "long_text",
      "required": true,
      "max_length": 2000
    },
    {
      "id": "impact_if_skipped",
      "label": "What happens if we do not make it?",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "urgency",
      "label": "How urgent is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Low, it can wait",
        "Medium, needed this month",
        "High, it blocks other work"
      ]
    },
    {
      "id": "in_original_plan",
      "label": "Was this part of the original plan?",
      "type": "single_choice",
      "options": [
        "Yes",
        "No",
        "Not sure"
      ]
    },
    {
      "id": "needed_by",
      "label": "Needed by",
      "type": "date"
    },
    {
      "id": "moves_deadline",
      "label": "Will it move the deadline?",
      "type": "single_choice",
      "options": [
        "No",
        "Possibly",
        "Yes"
      ]
    },
    {
      "id": "approver_name",
      "label": "Who should approve it?",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "related_link",
      "label": "Link to the related document or ticket",
      "type": "url"
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Request a change","description":"Describe the change you want and why. We review its effect on time and cost before anything starts.","fields":[{"id":"requester_name","label":"Your name","type":"short_text","required":true,"max_length":120},{"id":"project_name","label":"Which project is this for?","type":"short_text","required":true,"max_length":150},{"id":"change_title","label":"Name the change in a few words","type":"short_text","required":true,"max_length":150},{"id":"change_area","label":"What does it change?","type":"multi_choice","required":true,"options":["Scope","Design","Timeline","Budget","Technical setup","Content"]},{"id":"change_details","label":"Describe the change","type":"long_text","required":true,"max_length":3000},{"id":"change_reason","label":"Why is it needed?","type":"long_text","required":true,"max_length":2000},{"id":"impact_if_skipped","label":"What happens if we do not make it?","type":"long_text","max_length":1500},{"id":"urgency","label":"How urgent is it?","type":"single_choice","required":true,"options":["Low, it can wait","Medium, needed this month","High, it blocks other work"]},{"id":"in_original_plan","label":"Was this part of the original plan?","type":"single_choice","options":["Yes","No","Not sure"]},{"id":"needed_by","label":"Needed by","type":"date"},{"id":"moves_deadline","label":"Will it move the deadline?","type":"single_choice","options":["No","Possibly","Yes"]},{"id":"approver_name","label":"Who should approve it?","type":"short_text","max_length":150},{"id":"related_link","label":"Link to the related document or ticket","type":"url"}]}'

JSON definition

json

{
  "title": "Request a change",
  "description": "Describe the change you want and why. We review its effect on time and cost before anything starts.",
  "fields": [
    {
      "id": "requester_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "project_name",
      "label": "Which project is this for?",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "change_title",
      "label": "Name the change in a few words",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "change_area",
      "label": "What does it change?",
      "type": "multi_choice",
      "required": true,
      "options": [
        "Scope",
        "Design",
        "Timeline",
        "Budget",
        "Technical setup",
        "Content"
      ]
    },
    {
      "id": "change_details",
      "label": "Describe the change",
      "type": "long_text",
      "required": true,
      "max_length": 3000
    },
    {
      "id": "change_reason",
      "label": "Why is it needed?",
      "type": "long_text",
      "required": true,
      "max_length": 2000
    },
    {
      "id": "impact_if_skipped",
      "label": "What happens if we do not make it?",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "urgency",
      "label": "How urgent is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Low, it can wait",
        "Medium, needed this month",
        "High, it blocks other work"
      ]
    },
    {
      "id": "in_original_plan",
      "label": "Was this part of the original plan?",
      "type": "single_choice",
      "options": [
        "Yes",
        "No",
        "Not sure"
      ]
    },
    {
      "id": "needed_by",
      "label": "Needed by",
      "type": "date"
    },
    {
      "id": "moves_deadline",
      "label": "Will it move the deadline?",
      "type": "single_choice",
      "options": [
        "No",
        "Possibly",
        "Yes"
      ]
    },
    {
      "id": "approver_name",
      "label": "Who should approve it?",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "related_link",
      "label": "Link to the related document or ticket",
      "type": "url"
    }
  ]
}

Change request form for projects that keep growing