Form · Request
Transportation request form template
The form first asks whether people or goods are moving. Passenger trips cover group size, accessibility and luggage; goods cover what the load is, its size and weight and any special handling. Both then share the route, timing, return trip and site access, so the coordinator can book the right vehicle first time.
Try it live
Try it as a respondent
Every question, and where it leads
The conversation
What a respondent is asked, in order.
Need transport arranged? Tell us what's moving and we'll plan the rest.
Who is making the request?
Which team, department or organisation is it for?
What needs moving?
How many people are travelling?
Does anyone need step-free access or help getting on board?
Will they bring luggage or equipment? If so, roughly how much?
What is being moved?
How big is the load?
Roughly how much does it weigh, in kilograms?
Does any of it need special handling?
Where does the trip start?
Where does it end?
When should it leave?
Is a return trip needed?
When should the return trip leave?
Anything the driver should know about parking, loading or access?
Which budget or cost code should this be charged to?
Ends with
Request received
The flow
Where each answer leads. Every route here is editable once the form is yours.
Contact info
Short text
Single select
Number
Yes / No
Short text
Long text
Single select
Number
Multi select
Address
Address
Date
Yes / No
Date
Long text
Short text
What this template uses
- Contact info
- Short text
- Single select
- Number
- Yes / No
- Long text
- Multi select
- Address
- Date
- 4 branches
Questions to consider
- How much notice do you need for a van or a truck compared with a car?
- Do you move hazardous or temperature-sensitive goods at all, or should the form rule them out?
- Does every request need a cost code, or only some departments?
- Who approves transport spending, and should the form ask for their name?
How to use the responses
Sort requests by departure time and check the load size and handling answers first, since they decide which vehicle or supplier you need. Call the requester when the load size is marked not sure or hazardous materials are involved. Grouping requests by route in an exported CSV shows trips that could share a vehicle, which is often the easiest saving.
How to customize and share it
- 1Edit the load sizes and handling options to match the vehicles and suppliers you use.
- 2Make the cost code question required if finance needs it on every trip.
- 3Share the link on your intranet or operations page, and ask teams to use it instead of emailing the coordinator.
Frequently asked questions
What should a transportation request form include?
Who is asking, what or who is moving, the pickup and drop-off points, the date and time, and anything that affects the vehicle choice, such as group size, load size or accessibility.
Can one form handle both passengers and goods?
Yes. This one asks which it is first and then shows only the questions that apply, so a group booking never sees questions about pallets.
How far ahead should transport be requested?
It depends on your vehicles and suppliers. State your own lead time in the greeting so people plan accordingly.
Can I add an approval step?
You can add a question naming the approver, and read or export requests from the dashboard to pass on. Copy the form with Use this template to add it.