# Client intake form: what to include (with free templates) > What to put in a client intake form, free templates for coaches, therapists, salons, consultants and tutors, and how to collect answers free at booking. - **Authors**: Kirti Gulati - **Published**: 2026-11-12 - **URL**: https://www.neeto.com/neetocal/blog/client-intake-form - **Page title**: Client intake form: what to include + free templates - **Meta description**: What to put in a client intake form, free templates for coaches, therapists, salons, consultants and tutors, and how to collect answers free at booking. - **Keywords**: client intake form, intake form, client intake form template, intake form template, new client form, and coaching intake form --- A client intake form is a short questionnaire a new client fills in before their first appointment, so you know who they are, what they need and anything important before you meet. The best intake forms ask only what you will use: contact details, goals, a few business-specific questions and consent to your policies. Most need 5 to 10 questions. The hard part is getting clients to fill it in. If you ask your intake questions on the booking page, every booking arrives with its answers and you never chase a form. NeetoCal does this for free: you can add up to 10 [custom booking questions](https://www.neeto.com/neetocal/features/custom-booking-form-fields) to each scheduling link, for unlimited team members. Free templates for coaches, therapists, salons, consultants and tutors are below. ## What to include in a client intake form Most intake forms share the same core sections. Start here, then add the business-specific questions from the templates. | Section | Typical fields | Why it matters | | --- | --- | --- | | Contact details | Name, email, phone number, preferred contact method | Reminders and follow-ups reach the right person | | Basics | Pronouns, date of birth (only if needed), location or time zone | Personalizes the session and avoids time zone mix-ups | | Reason for booking | What they want help with, their main goal | Lets you prepare for the first session | | Background | Relevant history, past experience with similar services | Shows where to start | | Preferences | Session format, scheduling needs, communication style | Fewer surprises for both sides | | How they found you | Referral, search, social media | Shows which marketing works | | Consent and policies | Cancellation policy, privacy notice, any waivers | Clear agreement before work starts | Keep it short. Every extra question is a chance for a client to give up. If a question will not change how you prepare, leave it out. ## Collect intake answers at booking time with NeetoCal In [NeetoCal](https://www.neeto.com/neetocal), which is free for individuals and teams, every booking form has name and email. You add your own questions per scheduling link, using text fields, dropdowns, radio buttons, checkboxes and phone number fields, each required or optional. So a first consultation can ask more than a follow-up. - **Private answers.** [Host-only questions](https://www.neeto.com/neetocal/features/read-only-and-host-only-questions) keep an answer out of the client's emails and calendar event. Only the host sees it. - **Routing.** [Routing forms](https://www.neeto.com/neetocal/features/routing-forms) send each client to the right link or team member based on their answers. - **Signed agreements.** [Contracts](https://www.neeto.com/neetocal/features/contracts) send a document for e-signature when the client books. Need more than 10 questions, conditional logic or file uploads? Use [NeetoForm](https://www.neeto.com/neetoform), which is free for unlimited forms, and redirect clients to it after they book. ## Client intake form templates by business type Copy the fields that fit your business. Each client intake form template assumes you already ask for name, email and phone. ### Coaching intake form > **Coaching intake form template** > > - What would you like to work on? (short text) > > - What would success look like in 3 months? (long text) > > - What have you already tried? (long text) > > - Which area is this about? (dropdown: career, business, health, relationships, other) > > - How ready are you to make changes? (radio: just exploring, ready to start, ready now) > > - Preferred session format (radio: video, phone, in person) > > - How did you hear about me? (dropdown) > > - I agree to the cancellation policy (required checkbox) ### Therapy and wellness intake form For therapy, counselling, massage, physiotherapy or yoga, focus on safety. Ask for the minimum health information you need, and keep detailed records in a system built for health data. > **Therapy and wellness intake form template** > > - What brings you here today? (long text) > > - Have you worked with a [therapist, practitioner] before? (radio: yes, no) > > - Are there any health conditions, injuries or allergies I should know about? (long text) > > - Are you currently taking any medication that may affect the session? (radio, with optional details) > > - Emergency contact name and phone number (text) > > - Preferred session type (dropdown: online, in person) > > - I understand this service does not replace medical care (required checkbox, if relevant) > > - I agree to the cancellation and privacy policy (required checkbox) ### Salon and spa intake form > **Salon and spa client intake form template** > > - Which service are you booking? (dropdown) > > - Is this your first visit with us? (radio: yes, no) > > - Hair or skin type (dropdown) > > - Have you had a colour, chemical treatment or facial in the last 3 months? (radio, with details) > > - Any allergies or sensitivities to products? (long text) > > - Do you have a preferred stylist or therapist? (dropdown) > > - Inspiration photos or notes (text or link) > > - I agree to the deposit and cancellation policy (required checkbox) ### Consulting intake form > **Consulting intake form template** > > - Company name and website (text) > > - Your role (text) > > - Company size (dropdown: 1 to 10, 11 to 50, 51 to 200, 200+) > > - What problem are you trying to solve? (long text) > > - What's your timeline? (radio: this month, this quarter, later) > > - Budget range (dropdown, optional) > > - Who else should join the call? (text) > > - Is there anything I should read before we meet? (text or link) ### Tutoring intake form Tutors often hear from parents, so ask for both the parent's and the student's details. > **Tutoring intake form template** > > - Student's name and grade or year (text) > > - Parent or guardian name and email, if the student is under 18 (text) > > - Subject and exam board or curriculum (dropdown) > > - What does the student find hardest right now? (long text) > > - Upcoming exams or deadlines (text) > > - Learning needs or preferences we should know about (long text, optional) > > - Preferred lesson format (radio: online, in person) > > - Lesson frequency (radio: weekly, twice a week, before exams only) ## Privacy basics for intake forms - **Collect only what you need.** Skip date of birth, address or medical history unless you will use it. - **Say why you ask.** One line at the top is enough: what you collect, why, and who sees it. - **Get clear consent.** Use a checkbox for your privacy notice and policies, and do not pre-tick it. - **Limit access and delete old records.** Only people who work with the client should see answers. Decide how long you keep them. - **Check local rules.** Laws such as GDPR in Europe, or HIPAA for covered healthcare providers in the US, add requirements. If you collect health information, check that every tool you use meets the rules that apply to you. If you handle detailed health records, keep the booking form light (contact details and a general reason for the visit) and collect clinical history in a system designed for it. ## Tips for an intake form clients actually finish - **Stop at 5 to 10 questions.** That is enough for a first booking. Ask follow-up questions in the first session instead. - **Put easy questions first.** Contact details build momentum before harder questions. - **Use dropdowns and checkboxes.** They are faster to answer and easier for you to sort. - **Require only key questions.** Too many required fields make people quit. - **Explain sensitive questions.**"We ask about allergies so we can choose safe products" makes people more willing to answer. - **Test it on your phone.** Most clients will fill it in on one. ## FAQ ### What should be included in a client intake form? Contact details, the reason for booking, relevant background, preferences and consent to your policies. Add business-specific questions, such as allergies for a salon or goals for a coach. ### Is there a free client intake form template? Yes. Copy the templates above into any form or booking tool. NeetoCal and NeetoForm both let you build intake forms for free. ### When should clients fill in an intake form? Ideally while they book, so the answers arrive with the booking. If the form is long, send it right after booking and ask clients to finish it a day before the appointment. ### What is the difference between an intake form and a consent form? An intake form collects information about the client. A consent form records that the client agrees to something, such as a treatment or your policies. Many businesses add a consent checkbox at the end of the intake form.