A good intake form saves the first meeting from basic questions. It also tells you early whether a client is a good fit, before either of you spends much time.
What an intake form is for
- Collect the facts you need before you start.
- Understand what the client wants, in their words.
- Spot poor fits early: budget, timing, scope.
- Make the first meeting about solutions, not admin.
Questions about them
- Name, business name and role.
- Email and phone.
- Website or social profile, if any.
- How did you hear about us?
Questions about their needs
- What do you need help with?
- What made you look for help now?
- What have you already tried?
- What would a great result look like?
Questions about practical details
- When do you need this done? Is there a fixed deadline?
- What budget range have you set aside?
- Who else is involved in the decision?
- Is there anything we must know before starting?
You do not need all of them. Pick the ones your business needs, and keep the form short.
Questions for specific businesses
- Design or marketing: examples of work you like, your audience, brand files.
- Bookkeeping or legal: business structure, current software, key dates.
- Coaching or health: goals, history relevant to the work, preferences. For health information, follow the privacy rules that apply to you.
- Home services: address, access, photos of the job.
A template
About you
Name ______ Business ______ Email ______ Phone ______
What you need
What do you need help with? ______
What made you look for help now? ______
What would a great result look like? ______
Practical details
Deadline, if any ______
Budget range: under 1,000 / 1,000 to 3,000 / 3,000 to 10,000 / over 10,000
How did you hear about us? ______
Tips for better answers
- Use ranges for budget. People answer ranges more easily than open boxes.
- Make most questions optional, except the few you truly need.
- Say how long it takes: "about three minutes".
- Say what happens next: "We reply within one working day."
Ask for consent and handle data with care
Only collect what you need. Say how you will use the information, and store it securely. Rules on personal data differ by country, so check what applies to you, especially for health or financial details.
Use the answers
Read the form before the first call, and use their words in your follow-up. The intake form and a good discovery call together give you everything for a sharp proposal.