How to Create an Intake Form That Transforms Client Relationships

You know that feeling when a new client is about to walk in, and you’re eager to meet all their needs – but you’re not quite sure what those needs are yet? That’s where knowing how to create an intake form becomes invaluable.

It’s not just about collecting basic details; it’s about setting the stage for a successful relationship from the moment your client walks through the door. Think of them as your first real opportunity to understand your client and their needs.

But, creating an intake form is easier said than done. So, let’s break it down and get you on a path to creating forms that work for both you and your clients

What is an Intake Form?

To put it simply, an intake form is like the first conversation you have with a client, all put on a piece of paper. It’s a starting point that has the key information you need to start working. Instead of guessing or asking endless questions, you just get to start with the crucial details already covered.

An intake form is usually a mix of questions that cover everything from basic contact details to more specific insights about what the client wants or needs. It’s your chance to get on the same page and make sure your clients know what they can expect.

Why are intake forms important?

Did you know that lawyers have reported saving up to 82% of their time by using client intake forms? Even if you’re not in the legal field, imagine how much you could save by streamlining the gathering of essential client information.

Intake forms are not just a tool for collecting basic information – they’re a game-changer for improving efficiency and accuracy across all industries. It doesn’t matter if you are a healthcare professional, a coach, a consultant, or running a small business; intake forms can help you cut down on a very time-consuming task and eliminate back-and-forth communication.

This allows you to focus more on delivering your services and less on checking all the boxes when asking questions. Plus, a streamlined intake process sets a professional tone, helping to build trust with clients right out of the gate.

How to Make an Intake Form: Step-by-Step Guide

Now that you are fairly familiar with intake forms, let’s break down the process of creating one from scratch.

1. Outline the information you need

The first step in creating your intake form is to outline exactly what information you need to collect. This will depend on your industry and the services you offer. Start by thinking about the specific details that will help you get to know your client’s needs. Here are some general guidelines on the types of information you might need:

• Basic details and contact information: Name, phone number, email address, etc.
• Background or history: For certain industries, you might need to ask for a bit more context. For example, a healthcare provider might ask about medical history, while a consultant might inquire about the client’s business goals.
• Service-specific details: What is the reason for their visit or inquiry? What specific services are they looking for? What problems are they trying to solve?
• Preferences: If applicable, you might want to ask clients about their preferences, expectations, or any specific outcomes they are hoping for.
• Additional information: This can be anything else you should ask that’s relevant to the services you offer. Usually, this will include a list of previous procedures, payment information, insurance, etc.

The more tailored the intake form is to your specific business, the better the information you will collect. However, don’t overwhelm your clients by asking for irrelevant details.

2. Decide on the format and structure

Once you’ve mapped out the information you need, it’s time to think about how to structure your intake form. The design of your form is just as important as the content because it can impact how smoothly the process goes.

Start by keeping it simple and easy to navigate. Clients shouldn’t feel like they’re filling out a long, tedious questionnaire. Group similar questions together and break the form into logical sections. A good rule of thumb is to keep the form as concise as possible without sacrificing important details. Consider using dropdown menus, checkboxes, or multiple-choice questions to make it even easier for clients to answer.

Be mindful of the order of your questions, too. Start with the most essential questions (like contact info), and save more specific or sensitive questions for later.

3. Make it client-friendly

While the goal of an intake form is to collect the necessary details, the experience for your client matters just as much. You don’t want them to abandon the form mid-way and decide to look for another professional.

To make your form more client-friendly, keep your language clear and straightforward. Avoid jargon or overly technical terms that might confuse someone who isn’t familiar with your industry. If you need to ask for specific information, explain why you’re asking for it. For example, instead of simply asking for a “medical history,” include a brief note like, “This helps us provide you with the most personalized care possible.” Small touches like this can make the process feel more like a conversation than a chore.

Lastly, if possible, allow clients to save their progress. This is particularly helpful for longer forms, allowing them to return later to complete them at their convenience.

4. Ensure legal and privacy compliance

One thing you absolutely can’t overlook is ensuring that your form is legally compliant, especially when handling sensitive information.

Depending on your industry, there may be specific regulations regarding how you collect, store, and protect client data. For example, healthcare providers must comply with HIPAA, while financial services businesses may need to follow specific privacy laws.

To protect yourself and your clients, always include a privacy policy or disclaimer that explains how their information will be used and safeguarded. It’s important to be transparent about what you’re collecting and why, and it helps build trust.

In some cases, you might need client consent to collect certain personal data or for specific purposes. Adding a clear consent checkbox that the client must check before submitting the form is a good way to handle this.

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5. Test the form

Before publishing your form for clients to fill out, make sure you test it out first. Testing helps you identify any sections that might be unclear and gives you a chance to fix issues before they become bigger problems.

Try filling out the form yourself first to make sure everything flows smoothly. You can also ask a colleague or friend to fill it out to get a fresh perspective. Pay attention to any questions that seem awkward, repetitive, or unnecessary. Is there anything you can simplify? Are there any sections that clients might find overwhelming or off-putting?

Lastly, once you start using the form with actual clients, keep an eye on feedback. If clients mention that certain questions are difficult to answer or unclear, take that feedback to heart and adjust accordingly.

Conclusion

Creating an intake form is more than just a task; it’s the first step in building a successful relationship with clients. Think of it as your secret weapon – when done right, it sets the tone for everything that follows.

But don’t stop there! An intake form isn’t a one-and-done deal. As your business grows and your client base evolves, so should your form. Keep refining it, testing it, and adjusting it based on feedback and experience. The goal is always the same: to make things easier, faster, and more personalized for your clients.

So, take a moment to view that intake form not as just a task to check off your list but as an investment in your client relationships and business success.