Free template
Client intake form template
A client intake form collects what you need to decide if a new enquiry is a fit and to prepare the first call. This template works for most service businesses. Profession-specific versions are linked below.
Short answer
A good client intake form asks who the client is, what they need, how soon, what budget they have, and how to reach them. Keep it under 15 questions and ask only what changes your next step.
The 14 questions, and why to ask each one
Contact details
1. What is your full name?
Why ask: Identifies the person and lets you address them correctly.
Answer: short answer
2. What is your email address and phone number?
Why ask: Gives you two ways to follow up.
Answer: short answer, two fields
3. How do you prefer to be contacted, and when?
Why ask: Raises the chance that your first reply reaches them.
Answer: choice: email, phone, WhatsApp, plus a short answer for the best time
4. What is your company name and role? (if applicable)
Why ask: Shows who decides and who pays.
Answer: short answer, optional
The need
5. What do you need help with?
Why ask: The core of the enquiry, in the client's own words.
Answer: long answer
6. What prompted you to look for help now?
Why ask: Shows urgency and the event behind the enquiry.
Answer: long answer
7. What have you already tried?
Why ask: Prevents you from proposing something that failed before.
Answer: long answer
8. What does a good result look like for you?
Why ask: Sets the outcome you will be measured against.
Answer: long answer
Fit, timing, and budget
9. Which of our services are you interested in?
Why ask: Routes the enquiry to the right person or offer.
Answer: choice: list your services, allow more than one
10. When do you want to start?
Why ask: Separates ready buyers from early research.
Answer: choice: this month, in 1 to 3 months, later this year, not sure
11. Is there a deadline we must know about?
Why ask: Exposes time limits that affect scope and price.
Answer: short answer or date
12. What budget range do you have in mind?
Why ask: Avoids a call when the budget and your prices cannot match.
Answer: choice: your own ranges, for example under 1,000 / 1,000 to 5,000 / 5,000 to 15,000 / above 15,000 / not sure
13. Who else is involved in the decision?
Why ask: Tells you who must be on the first call.
Answer: short answer
Source
14. How did you hear about us?
Why ask: Shows which marketing channels bring good clients.
Answer: choice: search, referral, social media, event, other
How to use this form
When to send it
Send it right after the enquiry comes in, before anyone books a call. If the enquiry came through your website form, these questions can be the form. If it came by email or phone, send the link the same day.
What to write when you send it
Thanks for getting in touch. Before we book a call, could you answer the questions below? It takes about five minutes and means we can use the call for your actual situation instead of the basics. If a question does not apply, skip it.
Three answers that decide fit
- Question 6, what prompted you now: a specific event (a deadline, a new hire, a lost client) means they will act. "Just looking into options" usually means not this quarter.
- Question 12, budget range: inside or near your prices means book the call. Far below means reply with your prices and let them decide before anyone spends an hour.
- Question 7, what they tried: a real attempt with a reason it failed shows they know the problem. Nothing tried is fine for small jobs and a warning for large ones.
Two answers that mean stop
- The need in question 5 is something you do not do. Refer them, do not stretch.
- Question 13 names a decision maker who is not the person writing, and they cannot bring that person to the call. Ask for the decision maker first.
What does not belong on an intake form
Logins, documents, contracts, billing details and the exact scope. Ask for these after they say yes, not before.
What a thin answer looks like
Question: What do you need help with?
Thin
Marketing.
Enough to decide
We get about 20 enquiries a month from the website and maybe 2 become clients. I think we lose them because nobody replies the same day. I want that fixed before we spend more on ads.
A thin answer is not a no. Reply with one question in plain words: "What is happening right now that made you look for help?" Most people answer that one properly.
Run this form as a conversation
A form waits until the visitor fills in every field. A MadeAgentic website agent answers the visitor's questions from your approved content, asks these intake questions by voice or text, and sends your team a summary. For good-fit visitors it can open your Calendly or Cal.com calendar inside the chat; the visitor picks the time.
- Generate a first agent from your website address.
- Add the questions above as qualification objectives and remove the ones you do not need.
- Test the conversation, then add the embed code to your site.
About 60 seconds
$99 per agent per month after a 30-day free trial. No credit card needed.
FAQ
Intake form questions
What is a client intake form?
A client intake form is a short set of questions a business asks a new enquiry before the first call. It collects contact details, the need, timing, and budget, so the business can check fit and prepare.
What is the difference between an intake form and an onboarding form?
An intake form comes before the client signs and helps you decide if and how to work together. An onboarding form comes after and collects what you need to deliver the work, such as logins, documents, and billing details.
Is this template free to use?
Yes. Copy the questions, print the page, or save it as a PDF from your browser. No signup is needed. Change the wording so it matches your services.
How many intake questions should I ask?
Ask only what changes your next step. Most firms need 8 to 15 questions before a first call. Move anything you only need after the client signs to an onboarding form.
Can an AI agent ask these questions instead of a form?
Yes. In MadeAgentic you add the questions as qualification objectives. The website agent answers the visitor's questions from your approved content, asks your intake questions in conversation by voice or text, sends your team a summary, and can open your Calendly or Cal.com calendar for good-fit visitors. It does not answer phone calls, and the visitor picks the meeting time.