Request

Definition of Contract Request / Intake

A contract request or contract intake process is the formal starting point of the contract lifecycle, where business users submit a need for a new contract. This stage in the process captures essential details—such as contract type, department, vendor or counterparty information, expected value, and key dates—before the legal team begins drafting.

The contract request stage ensures the right information is collected upfront, establishing clarity and accountability from the start. In modern contract management software, intake forms or workflow tools automate this process, reducing bottlenecks and errors that can arise from informal or ad-hoc requests.

Why Contract Request / Intake Matters

A clear, consistent contract intake process improves efficiency, compliance, and collaboration across departments. Without it, contracts often begin with incomplete information or unclear ownership, causing delays later in the lifecycle.

Strong intake practices:

• Eliminate back-and-forth communication by collecting key data up front.
• Prevent unauthorized or “shadow” contracts from being executed.
• Provide visibility into upcoming contract work and departmental priorities.
• Create an auditable trail for who initiated each contract and why.

Organizations that standardize contract request workflows through CLM tools see faster turnaround times and fewer errors—especially when routing approvals automatically to the right stakeholders.

Best Practices for Contract Request / Intake

1. Use a centralized intake form that captures essential details like value, purpose, and risk level.
2. Automate routing rules to direct requests to the right reviewer or department.
3. Require supporting documents (e.g., SOWs, quotes, or RFPs) with each submission.
4. Define approval thresholds based on contract type or dollar amount.
5. Track request metrics to measure efficiency and identify bottlenecks.

Example of Contract Request / Intake in Practice

An operations manager submits a contract intake request for a new software vendor. The CLM system automatically routes it to procurement for budget verification, then to legal for risk review. Within a day, the legal team begins drafting, supported by complete, accurate data from the intake stage.