An Intake Form is a structured guide for businesses and organizations. It is like a secret code to unlock better services!

A simple yet powerful document crafted to gain insights into your needs.

But what’s its secret? How does it work?

Let’s start with…

What is an Intake Form?

Think of it as a conversation starter. It’s a set of questions designed to understand your needs, preferences, and details.

An intake form is a meticulously structured document to systematically gather essential information from clients, customers, or individuals seeking specific services.

Plus, it is the preliminary point of contact between the business and the clientele.

Imagine walking into a new cafe, and the barista asks, “What’s your usual?” They’re not just making small talk. They want to understand your preferences to serve you the perfect cup. Similarly, an intake form is the go-to tool for understanding your unique needs in the business world.

So, when you encounter an intake form, it’s like the business saying, “Hey, let’s get to know each other better so I can make your experience awesome!”

Elements of an Intake Form

There are three key components:

1. Personal Information: This is where you share your basics – your name, address, and contact details. It’s like the business saying, “Hey, nice to meet you! What should we call you?”
2. Nature of Inquiry: The form dives into why you’re reaching out. Are you looking for a service, buying something, or just saying hello? It’s like the business asking, “What brings you here today?”
3. Specific Details: These are the nitty-gritty details related to your situation. For instance, they might ask about your fitness goals if it’s a fitness form. It’s like the business saying, “Tell us more so we can help you better.”

Importance of an Intake Form

Do you remember Chuck from the movie ‘Castaway’? (Who am I kidding? Of course you do!) 

So, that will be you without proper data on your clientele! Now, do you remember the volleyball game on the deserted island? The intake form is like a ‘Wilson’ who helps you escape a seemingly impossible situation.

Here are some reasons to answer your questions for those who didn’t get the reference. (Kudos to those who did!)

(Before I get carried away yet again, let’s get into the details)

1. Works Like a Well-oiled Machine

It ensures everything runs smoothly. It organizes information in a structured way, preventing errors or difficulties, and helps businesses operate more efficiently.

2. Customizes Experiences Just for You

Think of the form as your guide to services. It asks questions tailored to your needs, ensuring businesses understand what you’re looking for. It’s like having a menu with options curated explicitly for you.

3. Clear Communication, No Island Static

Imagine talking on the phone without any static – that’s what an intake form does for communication. It ensures that businesses and clients are on the same page from the beginning, reducing misunderstandings and enhancing clarity.

4. First Impression, Lasting Relationship

The first meeting with a business is crucial, and an intake form sets the stage. It’s like a friendly handshake, creating a positive first impression that can lead to a lasting and trust-filled relationship between businesses and clients.

5. Data for Smart Decisions

Businesses thrive on information, and an intake form provides just that. It’s a treasure trove of data that can be used to make informed decisions. From understanding client preferences to tailoring services, the data collected shapes smart and strategic choices.

Types of Intake Forms

We must understand that these forms are not just paperwork (or e-paperwork). 

Intake forms let you create a personalized experience for your clientele. And, a one-size-fits-all doesn’t work here. This is why we have made a list you may find handy.

(I have also added sample templates made with SurveySparrow so that you can easily understand what they look like. Feel free to try each of them out)

If you want to make your forms, sign up and create them for free!

Let’s begin with…

1. Client Intake Form

A client intake form is the initial point of contact between a business and its clients. It gathers details such as the client’s name, contact information, and specific requirements or preferences.

It is important because the data gathered helps you understand your customers and create a tailored experience for them.

Moreover, it streamlines the onboarding process, setting the foundation for a successful and customized business-client relationship.

Who uses them: Legal, Consulting, Service Related

2. Reiki Intake Form

A Reiki intake form, as the name suggests, is a document that gathers important details about you before a Reiki session. Picture it as a guide for your Reiki practitioner. This helps them understand your health history, specific concerns, and comfort level with the session.

Or, if you are a Reiki practitioner, it helps you get an overall idea of your client’s well-being. The more you know about them, the better you can tailor the experience to suit their needs.

So, when someone fills it out, it’s like giving you a little guide on how to make your session the best it can be.

Who uses them: Holistic Health, Wellness

3. Fitness Client Intake Form

A fitness client intake form is necessary if you own a Gym or run a fitness studio. Why? Because it is like a fitness buddy. It is a way to know your clients better before they hit the gym.

This form usually asks about your health history, any specific fitness goals you have, and if there are any exercises you love or dislike.

And mind it, it’s not just about lifting weights or running. It’s about tailoring your workout to suit you.

Who uses them: Gyms, Personal Trainers

4. Spa Client Intake Form

This is a prelude to a spa retreat!

This form might ask about the client’s health, specific areas they want the spa therapist to focus on, and whether they prefer scents or products. It’s not just a form; it’s your way of personalizing your client’s spa time.

Understanding your clients at a deeper level will help you give them a positive customer experience!

Who uses them: Spa and Wellness Centers

5. Buyer Intake Form

Think of it as the starting point for their home-buying journey. Or, imagine it as a little chat where your clients get to share their preferences, must-haves, and anything specific they want in their new place.

The real estate team wants to understand the buyer – what they’re looking for, any deal-breakers, and their dream home scenario. So, when a potential buyer fills out a questionnaire, it’s like giving the real estate professional a map to find the ideal home.

Who uses them: Real Estate Firms & Agents

6. Body Contouring Client Intake Form

These are used by body contouring professionals to gather important details from their clients. It covers things like your health history, specific areas you want to focus on (maybe toning those abs or sculpting those arms?), and any preferences or concerns you have.

It helps the experts understand what each person wants, ensuring the treatment is right for them. The clients tell you their body goals and how they envision their transformation.

Who uses them: Cosmetic Clinics

7. Tax Client Intake Form

This is a document where individuals share crucial information with tax professionals before diving into the tax preparation process.

Yes, it is all about numbers. Still, there is so much more to it than ones and twos. This information is vital for them to ensure the tax return is done right and the client gets the most out of it.

Who uses them: Accounting, Tax Services

8. Facial Client Intake Form

As we discussed above, the facial client intake form begins your (and your customers’) skincare journey!

This form usually asks about a client’s skincare history, specific concerns, and products they may use. It’s your way of communicating with the customer to tailor the facial experience to their unique needs.

Who uses them: Dermatology, Beauty Clinics

9. Esthetician Client Intake Form

An Esthetician Client Intake Form is a tool used by skincare professionals to understand their clients better. It’s a document where clients share details like their current skincare routine, specific concerns, preferred products, and any allergies.

This form helps estheticians personalize each client’s skincare experience, ensuring their session is tailored to their unique needs and preferences. It’s a crucial step in providing top-notch and personalized skincare services.

Who uses them: Beauty Salons

10. Law Firm Client Intake Form

This form helps the law firm understand the client’s situation in detail. It enables them to provide personalized legal advice and services tailored to clients’ needs.

So, if you run a law firm, and you’re giving out a form, it must include the issue, who is involved, any important dates, and what the client hopes to achieve. It makes it easier to give the right legal advice and help.

Who uses them: Law Firms

11. Patient Intake Form

It’s like a health questionnaire where you tell them about your medical history, current health issues, medicines, and anything necessary. The form helps your healthcare team understand your health comprehensively.

Above all, using HIPAA-compliant forms to safeguard patient’s details is essential.

Who uses them: Healthcare, Medical Institutions

12. Veterinarian Patient Intake Form

Do you have furry buddies? If you do, you might have come across this form many times. If you haven’t…

Picture it as a detailed questionnaire created to gather essential information to understand a pet’s health thoroughly.

This form covers crucial aspects such as a pet’s medical history, current symptoms or concerns, medications, diet, and any specific issues they might have recently faced.

Who uses them: Veterinary Clinics

13. Counseling Intake Assessment Form

A Counseling Intake Assessment Form is a document you give to your clients when they begin counseling with you. It’s like a friendly questionnaire where clients share important details about their feelings, challenges, and goals through counseling.

This form is vital for the counselors. It provides valuable insights into understanding each client’s unique needs.

Who uses them: Counseling Services

Best Practices

1. Define your form’s mission
2. Curate clear and relevant queries
3. Craft an easy-to-understand experience
4. Add variety for engagement
5. Frontload key inquiries
6. Enhance appeal with a thoughtful layout
7. Ensure seamless functionality
8. Respect time and encourage participation
9. Assure respondents of data security
10. Choose your platform wisely

How to Create one with SurveySparrow

Let me walk you through the process if you wish to create your surveys using the pre-designed templates. This is how we do it here:

Step 1: Access Your SurveySparrow Account

Log in to your SurveySparrow account and find the ‘New survey’ button on your Home page.

Don’t have an account? Then maybe this is the perfect time to get started!

Step 2: Select or Build from a Template

Opt for a template rather than starting from scratch when initiating a new survey. Navigate to “Browse Classic Templates” and choose the one that aligns with your intake form requirements.

Step 3: Customize

Once you’ve picked a template, questions will be pre-populated.

• You can tweak a few questions per your requirements or delete the ones you don’t need.
• Personalize the welcome screen by adding your brand logo.
• If you can’t find the inspiration to create something, use the “wing feature” to make your text interesting!
• Make the “Thankyou Page” your own by adding your brand’s flavor.

Step 4: Integrate

Integrate with your favorite apps for a seamless workflow! (Hubspot, Zapier, Google Tag Manager, MailChimp, Intercom, Salesforce, and Stripe, to name a few bigshots in the picture)

Step 6: Share

Congratulations! Your form is now crafted using SurveySparrow and is ready for distribution to clients through various channels.

You can send it via email, WhatsApp, SMS, social media, QR code, or webpage embedding.

And don’t worry! Your changes will be automatically saved.

For any queries, SurveySparrow’s support is just a chat away!

Wrap Up!

Creating an effective intake form doesn’t have to be complicated. It can be as easy as you just saw.

Yes, crafting an effective form involves thoughtful consideration of the information required, user-friendly design, and maintaining privacy standards. But when you have a guide throughout the journey, things can’t get easier, can they?

Remember always to keep the end user in mind when you curate a form. That’s the magic step!

Happy Exploring!

Kate Williams

Content Marketer at SurveySparrow