New Client Intake Form Templates
A great intake form collects exactly the information you need — no more, no less. These templates for common service categories give you a starting point you can customize for your specific practice.
Copy-and-Paste Templates
Battle-tested templates used by thousands of service businesses. Copy them as-is or customise before use.
Healthcare & Wellness Intake
Full Name: ___________ Date of Birth: ___________ Contact: Email / Phone Primary Concern: How would you describe your main reason for booking today? Please be as specific as possible. Medical History (if relevant): Any current medications, recent surgeries, or conditions I should be aware of? Goals: What would a successful outcome look like for you? Emergency Contact: Name and phone number. [Consent to treatment and privacy policy acknowledgment checkbox]
Coaching & Consulting Intake
Full Name: ___________ Company / Organization (if applicable): ___________ Contact: Email / Phone Current Situation: Briefly describe where you are now in relation to the area we'll be working on. Primary Goal: What is the #1 outcome you want from our work together? Biggest Challenge: What has prevented you from achieving this goal so far? Timeline & Commitment: What is your timeline for this goal, and how much time can you commit to the work each week? How did you hear about us? [Dropdown: Website, Referral, Social Media, Search Engine, Other]
Legal Consultation Intake
Full Name: ___________ Contact: Email / Phone Best time to reach you: ___________ Matter Type: [Dropdown: Contract Dispute, Employment, Family Law, Personal Injury, Business Formation, Estate Planning, Other] Brief Description of Matter: Please describe the situation you need assistance with. Key Dates: Are there any deadlines, court dates, or statutes of limitations I should be aware of? Other Parties Involved: (For conflict check) Please list any companies or individuals involved in your matter. Have you worked with an attorney on this matter before? [Yes / No]
Tips for Maximum Effectiveness
Small tweaks that make a big difference in how your messages land.
Keep intake forms to 6-10 questions maximum — longer forms reduce completion rates significantly
Use conditional logic to show additional questions only when relevant (e.g., only show medication field for healthcare)
Ask for information you'll actually use in the session — avoid collecting data 'in case' you need it
Include a consent checkbox for your privacy policy and terms — this serves as documented consent
Test your intake form by completing it yourself — identify any questions that feel ambiguous or unnecessary
Adapted for your style
Versions for different business types and communication tones — pick the one that fits your brand.
Beauty & Personal Care Intake
Full Name: ___________ Contact: Email / Phone Service Interest: [Dropdown: Haircut, Color, Treatment, Makeup, Other] Allergies or Sensitivities: Any known allergies to chemicals, ingredients, or products? Skin/Hair History (relevant to service): Any recent treatments, procedures, or products currently using? Inspiration: Feel free to attach any photos or describe the look you're going for. Special Occasions? Is this appointment for a specific event? If so, what's the date?
Let Schedly send these automatically
These templates are a great start. But Schedly sends them automatically at exactly the right moment — no manual work.
Automate every template
Schedly sends these messages automatically at the exact right time — no copy-pasting or manual sending required.
Customise per booking type
Set different confirmation, reminder, and follow-up messages for each event type in your Schedly account.
Track open and response rates
See exactly how your messages are performing — open rates, click-throughs, and no-show data all in one dashboard.
Personalised with merge fields
Client name, appointment time, location, and your custom fields all auto-fill — every message feels hand-written.
"I used these templates to write my first confirmation messages, then plugged them into Schedly. Now they go out automatically and I've not had a no-show in two months."
Intake Form Design Principles That Improve Session Quality
The quality of a service session is often determined before the session begins — specifically, by the quality of information the provider has reviewed. Providers who enter sessions without intake information spend the first 15-20 minutes gathering context that could have been collected in advance. Providers who have reviewed comprehensive intake information can begin immediately at depth, treating the session time as execution time rather than information-gathering time. The business case for well-designed intake forms is straightforward: they improve session quality, reduce time wasted on information that could have been collected asynchronously, and give clients a sense that the provider is prepared and professional.
The Information Quality Problem in Service Intake
Most service providers have experienced the frustration of intake form responses that are too vague to be useful: 'Back pain' instead of 'Lower back pain that started 3 weeks ago after moving furniture, worse when sitting, better when walking.' 'I want to improve my finances' instead of 'I have $50,000 in credit card debt at 22% interest and want to be debt-free in 3 years.' The difference between vague and specific intake responses is primarily in the question design. Open-ended questions like 'Why are you here today?' produce vague responses. Specific questions like 'Please describe your primary concern in as much detail as possible, including when it started and what makes it better or worse' produce specific, actionable responses.
Building Intake Forms That Clients Actually Complete
Intake form completion rates are a function of perceived effort relative to perceived value. Clients who understand why they're being asked each question — and can see how the information will improve their experience — complete forms at significantly higher rates than clients who encounter a generic form that feels administrative rather than purposeful. Best practices for high-completion intake forms: explain why the form helps them (in the booking confirmation), keep it to 6-10 focused questions, use specific, answerable question formats rather than open-ended questions that require substantial thought, and thank them for taking the time in the completion confirmation. Forms designed with the client's experience in mind consistently achieve 90%+ completion rates.
Frequently Asked Questions
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