What to Include in a Client Intake Form to Get to Know Your Clients
Knowing your clients’ wants and needs is key to making a great first impression. From consulting to dog grooming, having a detailed understanding of your client up front sets you both up for success. So how do you get to know them well enough to prepare, before you’ve even met?
With a client intake form.
A client intake form is a document used by businesses to collect information from clients prior to their appointments. With it, you get the insights you need to tailor your service to each unique client and ensure they remember you for all the right reasons.
Here’s what to include in an intake form and why it’s a valuable asset for client-facing businesses.
What is a client intake form?
A client intake form can be physical or digital, and is designed to capture details about the client’s needs, preferences, healthy history (if relevant), and any other information that can help you provide a personalized and effective service. We often see them at doctor’s appointments, but any business professional can use intake forms to their advantage.
Here’s a very simple example of what they look like:
Name: __________________
Contact Info: __________________
How did you hear about us?: __________________
What are your goals for this service?: __________________
Do you have any allergies or health conditions we should be aware of?: __________________
Additional requests or comments: __________________
Why client intake forms are important
More than just standard procedure, client intake forms set you up for smooth service and strong client relationships. By making them a part of your booking process, you can:
Personalize service: Customize your communications and services to cater to each client’s preferences, whether it’s their favorite hair or photography style. Delivering a personalized experience is the first step to ensuring that the client comes back.
Increase efficiency: Having the necessary information up front saves time and makes appointments more productive.
Stay safe: For some businesses, especially health and wellness providers, intake forms help prevent adverse reactions and reduce risk or liability.
Build trust: A well-structured intake form shows clients you’re organized and thorough, enhancing trust and encouraging repeat visits and referrals.
What to include in your intake form
There are no cons to understanding your clients from the get-go. Before setting up your intake form questionnaire, brainstorm what details will help improve your client’s experience and ensure their needs are met. Think about questions related to their preferences, goals, and specific requirements that will streamline the process on your end.
Though the content of your intake form will vary depending on your business, there are some universal elements that will help you get to know your clients and tailor your services.
Below are common details you might include in your client intake form, including example questions.
Personal information:
Start with the basics. This information helps you identify your client and communicate with them effectively at every step.
Name
Phone number
Endereço de e-mail
Address (if relevant)
Social handles
Emergency contacts
How they found you (and why they booked):
Find out how the client discovered your business to see if your marketing is effective, what motivated them to choose you, or if they were referred by another happy client.
How did you hear about us?
What made you want to book this appointment?
What got you interested in this program?
Background, preferences, and goals:
Ask service-specific questions to understand what your client is hoping to achieve, and what you need to do to deliver.
What’s the occasion (birthday, wedding, corporate event)?
What are your fitness goals (weight loss, muscle gain, general fitness)?
What style of photography are you looking for?
What are your primary skin concerns?
Health and safety information:
For those in industries like wellness, fitness, pet care, and healthcare, you may need to include questions about your client’s health history. Ask about medical conditions, allergies, injuries, surgeries, or other essential health details.
Do you have any allergies or sensitivities?
Are you currently taking any medications?
Do you have any pre-existing injuries or health issues?
Additional comments or questions:
Add anything else that’s relevant to your services, or give the client a final opportunity to communicate their needs.
Do you have any special requests or requirements?
Is there anything else we should know to make your experience better?
Client agreements:
Include an option to agree to your cancellation policy, or create a separate form for legal waivers that require consent. This protects your business and ensures clients understand your terms.
By checking this box, I confirm I have reviewed and agree to the cancellation policy.
Client intake form examples for different industries
Need more inspiration to get started with your questionnaire? Here are a few examples of client intake forms across industries:
A spa client intake form example:
Name: __________
Phone: __________
Email: __________
What type of service are you booking today? (massage, facial, manicure, etc.)
Do you have any skin conditions, sensitivities, or allergies we should know about?
What pressure do you prefer for massage? (light, medium, firm)
Do you have any health conditions (e.g., pregnancy, recent surgery, injuries)?
Special requests or areas of focus: __________
I agree to the spa’s cancellation policy.
A yoga studio client intake form example:
Name: __________
Phone: __________
Email: __________
Yoga experience level: (beginner, intermediate, advanced)
Any injuries, health conditions, or limitations we should be aware of?
What are your primary goals with yoga? (stress relief, flexibility, strength, etc.)
How did you hear about our studio?
I agree to the studio’s waiver and policies.
A marketing consultant intake form example:
Name: __________
Company: __________
Phone: __________
Email: __________
What services are you interested in? (branding, social media, ad strategy, etc.)
What are your current marketing challenges?
What goals are you hoping to achieve through marketing?
Do you have a timeline or budget in mind?
How did you hear about us?
I agree to the consultation terms and policies.
Transform your client intake process with Acuity Scheduling
By asking the right questions before appointments, you can gather the details you need to provide outstanding service for every client, every time.
With Acuity Scheduling, that’s even easier to achieve. Create custom forms for your online booking process that capture client details even while you sleep, saving you time and giving you more energy to wow them when you meet.
Ready to transform your intake process and your client relationships? Start a free trial of Acuity Scheduling today and see how big an impact a simple form can make.
Perguntas frequentes
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A client intake form helps ensure that you have all the vital information before an appointment, reducing risks and enhancing the client experience.
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Ideally, you should send the intake form during or immediately after booking, so you have ample time to prepare. With Acuity Scheduling, you can create custom intake forms and attach them directly to appointment types, making them a seamless part of your online booking process. That way, clients fill out the form as they book, and their details are automatically shared with you.
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Yes! Using tools like Acuity Scheduling, you can tailor your intake form to suit your services and business needs. Learn more about Acuity’s custom intake forms and agreements.
