# Client intake form template

Copy these questions into your form tool. Delete anything you don't need: a short form that gets finished beats a thorough one that doesn't. Mark optional questions clearly and allow "not sure yet" as an answer.

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## 1. Contact details

- Full name:
- Job title:
- Company name:
- Email address:
- Phone number:
- Preferred contact method: [Email / phone / video call]
- Company website:

## 2. About the business

- What does your business do, in one or two sentences?
- Roughly how many people work there?
- Who are your main customers?

## 3. What you need

- What do you need help with?
- What has prompted this now?
- What would a successful outcome look like in six months?
- Have you worked with a [agency / consultant / accountant / firm] on this before? What worked and what didn't?

## 4. Timing and budget

- Is there a deadline or key date?
- Do you have a budget range in mind? (Ranges are fine.)

## 5. People and decisions

- Who will be the day-to-day contact?
- Who makes the final decision or gives approval?
- Is anyone else involved who should be kept informed?

## 6. Anything else

- How did you hear about us?
- Is there anything else we should know before we talk?

## 7. Consent and privacy

- [Short statement on how you'll use and store this information, with a link to your privacy policy.]
- [ ] I agree to be contacted about my enquiry.

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# Industry versions

Add these to the core form for your type of business.

## Marketing, design and web agencies

- Do you have brand guidelines? (Logo files, fonts, colours)
- Which channels or platforms are in scope? (Website, social, paid ads, email)
- Who writes the content: you or us?
- Which tools will we need access to? (CMS, analytics, ad accounts)
- Are there competitors or examples you like or dislike?

## Consultants

- What decision should this work support?
- Which stakeholders need to be interviewed or kept informed?
- What existing data, reports or documents can you share?
- Are there constraints we should know about? (Budget cycles, regulation, internal priorities)

## Accountants and bookkeepers

- Business structure: [Sole trader / partnership / limited company / other]
- Year end:
- VAT or sales tax registration status:
- Services needed: [Bookkeeping / payroll / year-end accounts / tax returns / advisory]
- Accounting software in use, if any:
- Who prepared your accounts previously?

Collect documents (previous returns, bank statements, payroll records) through a secure upload after the client has signed, not in the intake form.

## Law firms

- Names of all parties involved (for the conflict check before taking on the matter):
- Type of matter and a brief summary:
- Key dates and deadlines (court dates, limitation periods, contract deadlines):
- How did the matter arise, and what outcome are you looking for?

Law firm intake carries professional obligations around conflicts, identity checks and confidentiality that vary by jurisdiction. Adapt these questions to your regulator's requirements.

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# Before you publish the form

- [ ] It takes about five minutes to complete.
- [ ] Every question helps you decide fit or prepare the first call.
- [ ] Optional questions are marked, and "not sure yet" is allowed.
- [ ] It asks who gives the final approval, not just who the contact is.
- [ ] It doesn't ask for sensitive files or passwords.
- [ ] The privacy statement links to your privacy policy.

# After a client submits it

- [ ] Review the answers before the first call.
- [ ] Note gaps to ask about on the call or cover in onboarding.
- [ ] Confirm how approvals will work if the contact isn't the decision-maker.
- [ ] Once signed, turn the answers into an onboarding plan with owners and dates.

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