Client intake form template
A general-purpose client intake form for any appointment or service business. It collects the essentials once, so the first conversation is about the work instead of spelling out email addresses.
Client intake form
Contact details
Full name
Phone
Date of birth
Address
What you need
What can we help you with?
When do you need this done?
Budget range (optional)
About you
How did you hear about us?
Best way to reach you
Best time to reach you
Anything else we should know?
Consent
The information on this form is accurate. I agree that the business may contact me about my request using the details above.
Signature
Date
Sections
Choose “Save as PDF” in the print dialog to download. Nothing you type leaves your browser.
Use it on your website
Put the short version online. AI calls them back in 60 seconds.
Long forms on a phone get abandoned. With RingOwl, your website asks three questions. If the visitor ticks “call me back”, your AI calls within a minute, asks the rest of this form, books the appointment and saves a complete record, with their consent on file.
Test the callback in your browser during the trial. Phone callbacks need a paid plan (US, Canada, UK, Australia and India numbers).
On your website
- Full name
- Phone
- What can we help with?
- “Call me back within a minute” box
Asked on the AI callback
- Details of the request
- How did you hear about us?
- When do you need this done?
- Address
- Preferred day and time for a first appointment
How to get the most out of a client intake form
- Ask only what changes your next step
- If an answer doesn't change who you assign, what you quote or when you book, leave it off. Short forms get finished.
- Put the timeline question near the top
- It's the single best signal of who to call first.
- Keep the online version even shorter
- Name, phone and one line is enough on a website. Collect the rest on the first call, or let RingOwl's AI do it for you.
Client intake form FAQ
What should be on a client intake form?+
Contact details, what the client needs, their timeline and budget if relevant, how they found you, and how they prefer to be contacted. Add industry-specific questions on top, like a property address for home services or a health history for spa treatments.
How do I create a client intake form?+
Start with this template, delete what you don't need, and add the two or three questions specific to your business. Use a printable version for in-person visits and a short online version for your website.
Is an intake form a legal document?+
An intake form on its own is a record of what the client told you. It becomes part of an agreement only if it includes terms or a consent the client signs. If you add waivers or consents, have a professional in your field review the wording.
What is the difference between an intake form and an onboarding form?+
An intake form is filled in before or at the first contact, to understand the request. Onboarding comes after the client has said yes, and covers things like contracts, payment details and account setup.
Where can I find a free client intake form?+
Right here. Print this one, save it as a PDF, or copy the questions. Industry versions for massage, salons and spas, home services, property management and tax prep are linked below.
The consent wording on this template is a starting point, not legal advice. Have it reviewed for your state, your licensing board and your insurer.
More free intake form templates