Client Intake Form Template

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This intake form is designed to help freelancers collect all the essential information from new clients before starting a project. No more back-and-forth emails asking for details—get everything you need in one go.

What Is a Client Intake Form?

A client intake form is a questionnaire you send to new clients at the start of your working relationship. It collects all the essential information you need to work effectively together, including contact details, project requirements, preferences, and billing information.

Using an intake form benefits both you and your clients:

For You

• Saves time – No more chasing individual pieces of information
• Looks professional – Shows you have a structured process
• Reduces errors – Information is documented rather than remembered
• Sets expectations – Clients understand you need certain details upfront
• Better project briefs – You start with clearer requirements

For Your Clients

• Clear process – They know what's expected of them
• One-time effort – All questions in one place rather than scattered emails
• Better results – Their thorough input leads to better outcomes

What's Included in This Template

Our intake form template is structured in sections that flow logically. Here's what each section covers:

Contact Information

The essentials for communication and invoicing:

• Client name and job title
• Company name
• Email address (primary and secondary)
• Phone number
• Business address
• Preferred contact method
• Best times to reach them

Company Background

Understanding their business helps you do better work:

• What does their company do?
• Who are their target customers?
• Main competitors
• Company values or mission
• Brand guidelines (if applicable)

Project Details

The core of the intake form—what they need from you:

• Project description and goals
• Desired outcomes
• Timeline and deadlines
• Budget range
• Examples of work they like
• Specific requirements or constraints

Working Preferences

How they like to work:

• Communication preferences (email, calls, video meetings)
• Meeting frequency
• Decision-making process (single approver vs. committee)
• Feedback preferences

Billing Information

What you need to get paid:

• Billing contact (if different from main contact)
• Billing address
• Company registration number
• VAT number (if applicable)
• Purchase order requirements
• Payment method preferences

How to Customise for Your Business

The template is designed as a starting point. Tailor it to your specific services and workflow:

Industry-Specific Questions

Add questions relevant to your field. Examples:

• Web designers: Existing hosting provider, CMS preferences, required integrations
• Writers: Tone of voice, target word count, SEO keywords
• Photographers: Usage rights needed, number of final images, editing style
• Consultants: Previous work in this area, stakeholders involved, success metrics

Remove Irrelevant Sections

Not every section will apply to every business. If you always work with individuals rather than companies, remove the company background section. If your pricing is fixed, remove budget questions.

Add Your Branding

Replace the placeholder logo with your own. Update colours if desired. Add your website and contact details to the footer.

Keep It Concise

Long forms discourage completion. Keep your form to two pages maximum. If you need more detail, conduct a discovery call after receiving the initial intake form.

Sending to Clients

How you send the intake form depends on your workflow:

PDF Version

Send the PDF when you want clients to print, fill in by hand, and scan back. This is increasingly rare but suits some traditional businesses.

Word Version

More practical for digital completion. Clients can fill it in on their computer and email it back. Works well for one-off projects.

Online Form

For the best experience, convert your intake form into an online form using tools like Google Forms, Typeform, or your invoicing software. Responses are collected automatically, and you can set up notifications.

Automating Intake

Once you're working with multiple clients, manual intake becomes time-consuming. Here's how to streamline the process:

FreelancerHub Intake Links

FreelancerHub includes built-in client intake functionality. Create a custom intake link and send it to new clients. When they complete the form, their details are automatically added to your client database—no manual data entry required.

Benefits of automated intake:

• No more copy-pasting – Client details flow directly into your system
• Instant client profiles – New clients are ready for invoicing immediately
• Consistent data – Form validation ensures all required fields are completed
• Professional impression – Branded intake links look more polished than email attachments
• Time tracking – See when forms were sent and completed

If you're sending intake forms to more than a few clients per month, automation pays for itself quickly in saved time.