Use this when

A new lead or client is ready to describe the work they need.

Then

Turn the intake into an estimate or quote.

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Check names, dates, totals, and scope. Use a secure system for sensitive details that do not belong in a simple form.

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Client Intake Form

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CLIENT INTAKE FORM
Document version 1.0.0


Created with FreeBusinessForms.com

Prompt for AI

Ask AI for a custom client intake.

Copy into ChatGPT, Claude, or another assistant for a fillable version.

You are an experienced operations document designer for small service businesses.

Create a client intake form a contractor, consultant, or local service company can use before writing an estimate. The form should capture the essential contact, project, timing, budget, and communication details so the team can price and schedule work without a second round of basic questions.

Include these sections:
- Business receiving the request ([Business name], [Business contact], [Business email], [Business phone])
- Client identity ([Client or company], [Client contact], [Client email])
- Project snapshot ([Project name], [Service or project location], [Requested start date], [Approximate budget])
- Work description ([What does the client need?], constraints, desired outcome, access notes)
- Communication preference ([Preferred contact method])
- Internal intake notes ([Assigned owner], [Next step: estimate or site visit])

Do not include Social Security numbers, full bank or payment-card numbers, routing numbers, passwords, tax ID numbers, medical details, identity documents, or protected-class information. This is an operational template, not legal, tax, accounting, payroll, collections, or employment advice.

Output a clean fillable template I can copy into a document and adapt. Use a professional tone, clearly labeled sections, and [bracketed] placeholders for every fill-in value. Close with a short practical review checklist.

Recommended books

Books for this form

Practical books that pair with this document. Links use our Amazon Associates ID.

The Mom Test

Rob Fitzpatrick

Teaches how to ask for facts instead of polite guesses when a new client describes the work.

View The Mom Test on Amazon

The E-Myth Revisited

Michael E. Gerber

Shows how to turn a messy first conversation into a repeatable intake process.

View The E-Myth Revisited on Amazon

Getting Things Done

David Allen

Useful for capturing every constraint once so nothing lives only in someone's inbox.

View Getting Things Done on Amazon

Machine access

JSON Schema

Agents can inspect and validate the same versioned fields. View JSON Schema →

Inspect JSON Schema

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "$id": "https://freebusinessforms.com/schemas/client-intake-form.json",
  "title": "Client Intake Form",
  "description": "Capture the essential contact, project, timing, and communication details before work begins.",
  "type": "object",
  "additionalProperties": false,
  "properties": {
    "business_name": {
      "title": "Your business name",
      "type": "string"
    },
    "business_contact": {
      "title": "Business contact",
      "type": "string"
    },
    "business_email": {
      "title": "Business email",
      "type": "string",
      "format": "email"
    },
    "business_phone": {
      "title": "Business phone",
      "type": "string"
    },
    "client_name": {
      "title": "Client or company",
      "type": "string"
    },
    "client_contact": {
      "title": "Client contact",
      "type": "string"
    },
    "client_email": {
      "title": "Client email",
      "type": "string",
      "format": "email"
    },
    "project_name": {
      "title": "Project name",
      "type": "string"
    },
    "project_location": {
      "title": "Service or project location",
      "type": "string"
    },
    "requested_date": {
      "title": "Requested start date",
      "type": "string",
      "format": "date"
    },
    "budget_range": {
      "title": "Approximate budget",
      "type": "string"
    },
    "project_details": {
      "title": "What does the client need?",
      "type": "string"
    },
    "preferred_contact": {
      "title": "Preferred contact method",
      "type": "string",
      "enum": [
        "Email",
        "Phone",
        "Text message"
      ]
    }
  },
  "required": [
    "business_name",
    "client_name",
    "project_name",
    "project_details"
  ],
  "x-form-version": "1.0.0"
}