Public Relations Request

Public relations requests submitted through email or informal conversations give communications teams an incomplete brief to work from. Target audiences are not clearly defined. Key messages are described vaguely or not at all. Objectives, timelines, and budget are left unstated until follow-up meetings that could have been avoided with a structured intake form. Without a centralized record of all incoming PR requests, prioritizing, resourcing, and tracking the status of active projects requires effort that a proper request process should eliminate.

The Public Relations Request template for SharePoint, built with Infowise Ultimate Forms, provides a structured brief form that captures the requester's details, the type and title of the PR request, a full project description, target audience, key messages, objectives, desired timeline, estimated budget, key milestones, and supporting document uploads. Every submission is stored as a complete, actionable record in SharePoint.

How it works

Requester details

The form captures the requester's full name, company name, position, department, email address, and optionally their phone number. Capturing department and position alongside contact details gives the PR team the organizational context needed to understand the request's origin and route it to the appropriate account manager or team lead without additional follow-up.

Request type and project description

A request type field captures the category of PR activity being requested, allowing the team to immediately distinguish between press releases, media pitches, event coverage, crisis communications, and other request types. The project title and a detailed description field give the requester the space to define exactly what they need and why, providing the communications team with a clear starting point for scoping the work.

Target audience and key messages

Dedicated fields capture the intended target audience and the main messages the request needs to convey. These are the two fields most frequently missing from informal PR requests and most critical to effective communications planning. Capturing them in structured fields at the point of intake ensures that the creative and strategic direction is grounded in the requester's intent from the outset.

Objectives and timeline

An objectives field captures what the request is meant to achieve, giving the PR team a clear success criterion to plan against. Desired start and end dates define the project window, and a milestones field allows the requester to identify any key dates or deliverable points within that window. Together these fields give the team everything needed to assess feasibility and resource the project appropriately before committing to a scope.

Budget and supporting materials

An estimated budget field captures the requester's financial parameters, enabling the PR team to calibrate the scope of the proposal to what is actually available. A supporting materials upload field allows the requester to attach any relevant documents, brand assets, or background materials directly to the request record. Additional notes capture any context not covered by the structured fields.

What you get

• A structured PR request form capturing requester details, request type, project title, and full description
• Target audience and key messages fields providing the strategic context essential for effective communications planning
• Objectives, desired timeline, and key milestones captured for accurate scoping and resource planning
• Estimated budget and supporting document uploads linked directly to the request record
• Every submission stored as a complete, actionable record in a standard SharePoint list
• Filterable by request type, department, start date, or budget for workload management and prioritization
• Extendable with automated submission notifications and approval workflows using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Public Relations Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.