# How to send a form to someone else to fill

> Step by step: send a form from your forms library to a client or colleague by email, choose the pages they fill, and open the filled form when they are done.

Last updated: 2026-10-16
Web page: https://instafill.ai/docs/request-to-fill

This guide shows how to send a form to a client or a colleague who is not in your workspace. They get an email with a secure link, fill the form with AI from the files that hold their data, and send it back. You get an email when they are done, with a link to the filled form.

![A short film of a request to fill: the form sent by email, filled by the recipient from their details, and confirmed](https://media.kitcut.ai/films/studio-20261014-122420-m22nqx/film_web.mp4 "Watch: sending a form to someone else to fill, start to finish.")

## What you need before you start

| You need | What that means |
|---|---|
| **A form in your forms library** | The form you want filled. |
| **A paid plan** | Sending a request needs one. |
| **The recipient's email address** | Someone who cannot already open your workspace. A member of the workspace fills the form themselves, so no request is needed. |
| **Credits left** | The recipient can start filling only while your organization has credits. |

## 1. Open Request to fill

Open **Forms** in the top bar and find the form. Open the menu at the end of its row and choose **Request to fill**.

![The forms library with the menu of a patient registration form open, showing Request to fill](https://instafill.ai/docs/assets/request-to-fill-menu.png "Open the form's menu and choose Request to fill (1).")

## 2. Say who fills it and which pages

The **Request to fill** dialog shows the form's name and how many pages it has.

- **Recipient email**: Type the address the request goes to.
- **Pages to fill**: Leave it on **All pages**, or pick **Custom** and type the page numbers and ranges the recipient fills.
- **Note to recipient**: Add a few words if they help, such as which details you need. It is optional.

| Pages to fill | What the recipient fills |
|---|---|
| **All pages** | The entire form. |
| **Custom** | Only the pages you list. All other pages stay locked. |

![The Request to fill dialog with a recipient email, All pages picked and a short note typed in](https://instafill.ai/docs/assets/request-to-fill-dialog.png "Enter the recipient (1), choose the pages (2), and press Send request (3).")

## 3. Send the request

Press **Send request**. A message confirms that the request was sent to that address.

- **The link**: The email carries a single-use link, tied to that email address. It stays open for 7 days.
- **Your note and pages**: Both are in the email, and again on the recipient's screen.

## 4. What the recipient does

The recipient opens the email and presses **Fill Form**. They sign in to Instafill.ai with the email address the request was sent to. The link does not open for anyone else.

1. **Read the note**: Your note and the pages they are asked to fill are shown above their input.
2. **Give the data**: They type the details, upload the files that hold their data, or both.
3. **Fill the form**: They press **Fill form**. The filled form appears on the left for them to check.
4. **Update or confirm**: If any value is not as expected, they press **Refill form** with updated input. When it is right, they press **Confirm and complete**.

![The recipient's screen with the blank form on the left and, on the right, the sender's note above a box for the details](https://instafill.ai/docs/assets/request-to-fill-recipient.png "The recipient sees your note and the pages to fill (1), then gives the details and presses Fill form (2).")

![The recipient's screen after filling, with the filled form on the left and Refill form and Confirm and complete on the right](https://instafill.ai/docs/assets/request-to-fill-filled.png "The recipient checks the filled form, then refills it or presses Confirm and complete (1).")

## 5. Open the filled form

When the recipient confirms, they see that the form was submitted and that you have been notified. You get an email saying they completed the form. Press **View Filled Form** in it to open the filled form.

![The recipient's screen showing Form submitted successfully and that the sender has been notified](https://instafill.ai/docs/assets/request-to-fill-done.png "What the recipient sees once they confirm. You get an email at the same moment.")

## Share a public link instead

Some forms also have a public web form. For those, the dialog has two tabs: **Email a person** and **Public link**.

- **Public link**: Anyone with the link can fill and submit the form. Press **Copy** to copy it, or **Open** to see it.
- **Embed on your website**: The tab also gives a piece of code that puts the form on your own site.