Client Intake Forms Explained

What Are Intake Forms

A client intake form is a structured questionnaire that gathers essential information from new clients before you begin working together. Rather than extracting details through multiple emails or lengthy discovery calls, an intake form captures everything you need in one organised document.

Think of it as the starting point of your client relationship—a professional first impression that also serves a practical purpose. Intake forms can be as simple as a Google Form or as sophisticated as a branded, interactive questionnaire embedded on your website.

For freelancers, intake forms replace the scattered "Can you tell me more about..." emails with a systematic process. The client invests time upfront to articulate their needs, and you receive organised, consistent information to inform your approach.

Benefits of Using Intake Forms

Implementing intake forms transforms your client onboarding in several meaningful ways:

Time Savings

Instead of multiple back-and-forth emails asking for details, you receive comprehensive information in one submission. This alone can save hours per client, especially if you onboard clients regularly.

Better Project Understanding

Well-designed questions prompt clients to think through their requirements properly. You receive more considered responses than you'd get from casual conversation, helping you understand the project's true scope.

Consistent Information Gathering

Every client provides the same baseline information. No more forgetting to ask about budgets, deadlines, or specific requirements. Your process becomes repeatable and reliable.

Professional Positioning

A polished intake process signals that you're established and experienced. Clients perceive you as someone who has worked with many clients and developed systems—because you have.

Legal and Administrative Clarity

Capturing billing details, company information, and project specifications in writing creates documentation you can reference later. If disputes arise about scope or agreements, you have records.

What to Include on Your Form

Your intake form should gather everything needed to start work confidently. Include:

Contact and Business Details

• Full name and job title
• Company name and website
• Email address and phone number
• Physical address (for invoicing and contracts)
• VAT number if applicable

Project Overview

• Brief description of what they need
• Goals and success metrics
• Target audience or end users
• Key challenges or problems to solve
• Competitors or examples they admire

Scope and Specifications

• Specific deliverables required
• Technical requirements or constraints
• Existing assets or materials they'll provide
• Brand guidelines or style requirements

Timeline and Budget

• Desired completion date
• Any fixed deadlines (events, launches)
• Budget range or allocation
• Decision-making process and timeline

Working Preferences

• Preferred communication method
• Availability for calls or meetings
• Who approves work and gives feedback
• Previous experience with freelancers

Additional Context

• How they found you
• Why they chose you specifically
• Anything else they want you to know

When to Send Intake Forms

Timing affects completion rates and information quality. Consider these trigger points:

Before the Discovery Call

Send a brief intake form before your initial conversation. This provides context for a more focused discussion. Keep pre-call forms short—5-10 questions maximum—to avoid overwhelming prospects who haven't committed yet.

After Initial Interest, Before Proposal

Once a prospect expresses genuine interest, send a comprehensive intake form. The information gathered informs your proposal, ensuring it addresses their actual needs and constraints.

After Contract Signing

For detailed project specifications, send a thorough intake form after the contract is signed. At this stage, clients are committed and more willing to invest time in detailed responses.

Choosing Your Timing

Consider using staged forms: a light form early in the relationship for basic details, then a detailed form once you're working together. This respects the prospect's time while ensuring you gather everything needed.

Automating the Process

Manual intake processes don't scale. Automation ensures consistency and reduces administrative burden.

Form Tools

Various tools can host your intake forms:

• Basic options: Google Forms, Microsoft Forms, Typeform
• Professional options: Branded form builders, embedded website forms
• Integrated options: CRM and freelance platforms with built-in intake functionality

Intake Links

FreelancerHub's intake links feature lets you create branded intake forms that connect directly to your client records. When a prospect completes the form, their information automatically populates your CRM, eliminating manual data entry and ensuring nothing falls through the cracks.

Automated Sequences

Connect your form to email automation:

• Send a confirmation email immediately upon submission
• Automatically create a client record in your system
• Trigger reminders if forms aren't completed within a timeframe
• Notify yourself when new submissions arrive

Integration Benefits

When your intake form connects to your invoicing, project management, and communication tools, client data flows through your entire workflow automatically. Set up once, benefit repeatedly.

Follow-Up Workflows

The intake form is just the beginning. Design what happens next:

Immediate Acknowledgement

Send a thank-you message confirming receipt. State what happens next and when they'll hear from you. This manages expectations and demonstrates responsiveness.

Internal Review

Before responding to the client, review their submission thoroughly. Note questions, concerns, or clarifications needed. Identify any red flags regarding scope, budget, or expectations.

Response Timing

Respond within your stated timeframe. If you promised "within 48 hours," deliver within 48 hours. Consistency builds trust before work even begins.

Incomplete Submission Handling

If clients skip questions or provide vague answers, send a focused follow-up asking for specific clarification. Don't proceed with ambiguous information—it causes problems later.

Documentation

Store completed intake forms with client records. Reference them throughout the project to ensure you're delivering what was originally requested.

Best Practices

Make your intake forms effective with these principles:

Keep It Focused

Ask only what you need. Every unnecessary question reduces completion rates. If information isn't essential for starting work, consider gathering it later.

Use Clear Language

Avoid jargon your clients might not understand. Use straightforward questions with examples where helpful. If you ask about "deliverables," explain what you mean.

Mix Question Types

Combine multiple choice (easy to complete), short text (specific details), and open-ended questions (context and nuance). Too many open-ended questions feels overwhelming.

Group Logically

Organise questions into clear sections. Progress indicators help clients see how much remains. Break long forms into pages rather than one endless scroll.

Test Thoroughly

Complete your own form to check flow and timing. Ask a colleague to test it. Ensure it works on mobile devices, where many clients will complete it.

Review and Refine

Periodically review which questions generate useful answers and which don't. Remove or revise questions that consistently receive unhelpful responses. Your form should evolve with your experience.

Respect Privacy

Be transparent about how you'll use and store client information. This is both professional practice and a GDPR requirement for UK freelancers handling personal data.

A well-designed intake process positions you as professional and prepared whilst gathering the information you need to deliver excellent work. The initial investment in creating your system pays dividends with every client who completes it.