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Intake form template

Gather a new client’s details and goals before the first session.

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How to make a intake form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the intake form and share it, print it or add it to your website.

About this intake form

An intake form is what a new client fills in before their first appointment. Counsellors, coaches, nutritionists, personal trainers, beauty therapists and social service agencies use it to understand who the person is, why they came and what they want to achieve, so the first session starts with a conversation instead of paperwork.

This template covers contact details, the reason for the visit, relevant history, goals and expectations, and consent to the service. For businesses taking on project clients, the client intake form asks about budgets and deliverables instead.

What’s on the intake form

The template has 5 sections and 16 questions. Every one can be renamed, moved or deleted.

  • Client details: Full name; Date of birth; Phone; Email; Address; How did you hear about us?
  • Reason for your visit: What brings you here today?; How long has this been going on? (choose one: Less than a month, 1–6 months, 6–12 months, More than a year); Have you used a similar service before? (yes or no); If yes, what helped or didn’t help?
  • Health and background: Current medications or treatments; Health conditions we should know about
  • Goals: What would you like to achieve?; How will you know things have improved?
  • Agreement: Agreement: “I understand the service, fees and cancellation policy explained to me and consent to receive the service.”; Signature with date

Tips

  • Send the fillable PDF a day or two before the appointment so clients can fill it in at home.
  • Add questions specific to your service, such as skin type for facials or injuries for fitness training.
  • Review the form before the session and note follow-up questions.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

What should an intake form ask?

Contact details, why the person is seeking help now, relevant history (health, previous services), their goals, and consent. Anything you’d otherwise ask in the first ten minutes belongs here.

Is an intake form confidential?

It should be treated as confidential. Store completed forms securely and only share them with people involved in the client’s care.

Can people fill in this intake form on a phone?

Yes. Choose “Fillable PDF” and send the file. It opens in the Files or Drive app on Android, Files on iPhone, and any browser on a computer, where people can type their answers and save the result.

Can I change the questions on the intake form?

Yes. Rename any question, change its answer type (short answer, tick boxes, rating, table and more), move it, or delete it. You can also add whole new sections.

Can I add my logo to the intake form?

Yes. Add your organisation’s name, a contact line and a logo in “Form details”. The logo is placed into the file on your device and is never uploaded.

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