What Are Intake Forms? Types, Examples, and Best Practices for 2025
- Intake forms are essential for collecting client information, offering benefits like streamlined data collection, improved client experiences, and aiding agency scalability.
- Best practices for intake form design include engaging headings, transparency about information use, multi-step formatting, and regular updates based on user feedback.
- Online intake form creation is facilitated by software with drag-and-drop builders and features like conditional logic, and it’s recommended to integrate forms with other tools.
Intake forms are the unsung heroes of seamless data collection in client portals. Agencies that leverage the right type of intake form will have a significant advantage in delivering personalized experiences and streamlining their processes.
With so many options available, how do you choose the best intake form for your needs? In this comprehensive guide, I’ll explore the various types of intake forms and share real-world examples. Furthermore, I’ll reveal best practices to help you create intake forms using software tools that not only gather essential information but also leave a lasting positive impression on your clients. The use of digital forms can significantly streamline the onboarding process by allowing businesses to customize forms and gather essential client information efficiently.
What is an intake form?
An intake form, also known as an onboarding form or registration form, is a structured questionnaire designed to collect essential information from individuals who are seeking services. The client intake process is foundational in establishing effective service provider-client relationships, as it serves as the first point of contact, gathering vital information to streamline onboarding and enhance the overall client experience. These forms play a crucial role in streamlining the data collection process, ensuring that businesses have the necessary details to provide personalized support and services.
Examples of intake forms
Intake forms are used in a wide range of settings, each tailored to the specific needs of the organization and the individuals they serve. Some common examples include.
Client onboarding forms
Service-based businesses, such as consulting firms or marketing agencies, use client onboarding forms to gather essential information about their clients’ needs, goals, and preferences. This data helps them create customized strategies and solutions that align with their clients’ objectives.
Client intake forms
The primary purpose of client intake forms is to gather initial information about a new client. This includes essential details that are necessary to understand the client’s needs and to qualify them for the services you provide. Creating a client intake form template is crucial for various service-based businesses, as it ensures consistency and can be integrated with CRM systems to streamline the intake process.
Project intake forms
When a client has placed an order, project intake forms take the center of the stage. They are used to gathering project-related information in order for the business to commence work, and deliver their service.
Benefits of using intake forms
Intake forms are powerful ways that can significantly improve the way businesses collect and manage client information. By implementing intake forms, organizations can streamline their new client onboarding process, enhance data accuracy, and ultimately provide better service to their clients.
With all the data at hand, it’s easier than ever to track tasks, for account managers to service their clients, and the entire agency team to manage orders.
Let’s take a closer look at all the benefits intake forms provide.
Streamlined data collection
One of the primary benefits of using intake forms is the ability to standardize the information gathering process. By creating a consistent format for collecting client data, businesses can ensure that they are capturing all the necessary details in a structured manner. This standardization reduces the likelihood of missing information and eliminates the need for back-and-forth communication to fill in gaps.
Moreover, online intake forms can be designed to collect specific data points relevant to the organization’s needs. For example, video editing agencies require clients to upload video files, while link building agencies are interested in the client’s goals when it comes to link acquisition. By tailoring the intake form to the specific industry and use case, businesses can ensure that they are collecting the most pertinent information upfront.
Another advantage of using intake forms is the reduction in manual data entry. When clients fill out an intake form, the information is automatically captured and stored digitally in your branded client portal. If you’re using SPP, you can even use webhooks or Zapier to handle the submitted data, send it to other tools, or trigger automations.
Improved client experience
In addition to streamlining data collection, intake forms can also enhance the client experience:
the business looks professional and can create a good first impression
the use of intake forms demonstrate that they want to provide an efficient service
clients are not required to provide the same details repeatedly
Furthermore, the data collected through intake forms can be used to provide personalized service to clients. You can send it to your CRM, allowing you to better understand a client’s specific needs, preferences, and background. This allows you to tailor your approach to better serve each individual.
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For example, content agencies can offer clients who purchased a blog post a recurring service with monthly content creation included.
Scalability and growth
Finally, intake forms can support organizational growth and scalability. If you’re looking to scale your agency and take on more clients, having a standardized and automated system for collecting client information becomes increasingly important.
Intake forms allow agencies to onboard new clients quickly and efficiently, without placing additional strain on staff resources. This scalability is particularly valuable for organizations that experience rapid growth.
Moreover, the data collected through intake forms can help you identify opportunities for expansion and improvement. Analyze the data to spot trends, assess market demand, and make informed decisions about new or existing services.
Designing an effective client intake form
Designing an effective client intake form is crucial for gathering essential information from clients, streamlining the intake process, and providing a positive user experience. A well-designed intake form can help service providers understand client needs, tailor their services, and build stronger relationships with clients.
Key design principles
When designing a client intake form, consider the following key design principles:
Clear and concise language: Use simple and straightforward language to ensure clients understand what information is being requested. Avoid jargon and technical terms that may confuse clients. For example, instead of asking for “contact details,” specify “phone number” or “email address.”
Logical flow: Organize the form in a logical and sequential manner to make it easy for clients to navigate. Group related questions together and follow a natural progression from general to specific information. This helps clients fill out the form more efficiently and reduces the likelihood of incomplete responses.
Relevant fields: Only include fields that are relevant to the service or project, avoiding unnecessary questions that may confuse or frustrate clients. For instance, if you’re a marketing agency, focus on questions about the client’s business goals and target audience rather than unrelated personal details.
Consistent formatting: Use consistent formatting throughout the form, including font sizes, colors, and spacing, to create a visually appealing and easy-to-read design. Consistency helps clients quickly understand the structure of the form and reduces cognitive load.
Mobile friendliness: Ensure the form is optimized for mobile devices, allowing clients to easily access and complete the form on their smartphones or tablets. A responsive design ensures that the form looks and functions well on all screen sizes, enhancing the user experience.
Common pitfalls to avoid
When designing an intake form, avoid the following common pitfalls:
Too many fields: Avoid including too many fields, which can overwhelm clients and lead to incomplete or inaccurate information. Focus on collecting only the most essential information initially, and consider using follow-up forms or interviews for additional details.
Unclear instructions: Ensure instructions are clear and concise, avoiding ambiguity or confusion. Provide examples or tooltips if necessary to help clients understand what is being asked.
Insufficient white space: Use sufficient white space to make the form easy to read and navigate, avoiding clutter and visual overload. White space helps separate different sections and makes the form appear less daunting.
Inconsistent branding: Ensure the form aligns with your branding, including logos, colors, and typography. Consistent branding reinforces your professional image and builds trust with clients.
Lack of accessibility features: Ensure the form is accessible for all users, including those with disabilities, by incorporating features such as screen reader compatibility and high contrast mode. Accessibility is not just a legal requirement but also a way to ensure inclusivity and reach a broader audience.
User experience & accessibility
A well-designed intake form should prioritize user experience and accessibility, ensuring that all clients can easily access and complete the form.
Ensuring accessibility for all users
To ensure accessibility for all users, consider the following:
Screen reader compatibility: Ensure the form is compatible with screen readers, allowing clients with visual impairments to access and complete the form. Use proper HTML tags and ARIA (Accessible Rich Internet Applications) attributes to provide context and structure to screen readers.
High contrast mode: Provide a high contrast mode option, allowing clients with visual impairments to adjust the form’s color scheme for better readability. High contrast modes can make text and interactive elements stand out more clearly against the background.
Keyboard navigation: Ensure the form can be navigated using a keyboard, allowing clients with mobility impairments to access and complete the form. All interactive elements, such as input fields and buttons, should be reachable and operable via keyboard shortcuts.
Clear labeling: Use clear and consistent labeling throughout the form, ensuring clients understand what information is being requested. Labels should be placed close to their corresponding input fields and should remain visible even when the field is active.
Error handling: Implement robust error handling, providing clear and concise error messages to help clients correct any mistakes or issues. Highlight errors in a way that is easily noticeable, and provide specific instructions on how to resolve them. For example, if a required field is left blank, indicate which field needs attention and why.
By prioritizing user experience and accessibility, you can create an intake form that is not only effective in gathering information but also inclusive and user-friendly for all clients.
Intake form best practices
When you gather important information, it’s crucial to do it in a way that both your clients and your team benefits from. Let me give you a few tips when it comes to intake forms so that you get the information you need efficiently.
Use engaging headings and descriptions
Crafting compelling headings and descriptions is crucial for encouraging users to complete your intake forms. Clear, concise language that communicates the purpose and benefits of filling out the form can significantly improve completion rates.
When writing headings, focus on the value users will receive by providing their information. For example, instead of a generic heading like “Contact Information,” try something more engaging like “Let’s Connect to Discuss Your Project.” This subtle change shifts the focus from the form itself to the positive outcome of completing it.
Highlight how collected information will be used
Transparency is key when asking users to share their personal or business details. Clearly explain how the information collected through the intake form will be used to help the user achieve their goals.
This could include statements like:
Your project details will help us create a customized solution tailored to your needs.
By sharing your contact information, our team can provide you with personalized support and guidance.
By emphasizing the benefits of completing the form, you build trust with your users and encourage them to provide accurate, detailed information.
Implement multistep forms
Long, complex intake forms can be intimidating and lead to high abandonment rates. To combat this, consider breaking lengthy forms into smaller, more manageable sections using multistep forms.
Multistep forms divide the project intake process into logical, bite-sized chunks, making the overall experience less daunting for users. Simply use the page break button in SPP in order to break up your forms into pages.
Use conditional logic for relevant questions
To further streamline the intake process, implement conditional logic that displays relevant questions based on a user’s previous answers. This dynamic approach ensures that users only see questions that apply to their specific situation, reducing friction and improving the overall user experience.
For example, if a user indicates they are interested in a particular service, the form can automatically display follow-up questions related to that service while hiding irrelevant questions. In SPP, you can switch to the rules tab and configure conditional logic based on existing fields.
Regularly review and update your forms
Intake forms are not a set-it-and-forget-it solution. To maintain peak performance and user satisfaction, regularly review and update your forms based on user feedback and analytics.
If you can, monitor form completion rates, abandonment points, and time spent on each section to identify areas for improvement. Seek feedback from users through surveys or user testing to gain valuable insights into their experience with your forms.
Based on your findings, make improvements to your intake forms, such as:
clarifying question wording
removing unnecessary fields
reorganizing sections for better flow
adding tooltips or help text for complex questions
By continuously refining your intake forms, you demonstrate a commitment to user experience and ensure your forms remain effective tools for gathering essential information.
Intake form FAQ
Can I use Google Forms as an intake form?
Yes, Google Forms are one the many tools you can use for your intake forms. Features such as multiple question types, required fields, and response validation make it versatile for various needs.
Can you create an intake form in Jira?
Yes, you can create an intake form in Jira. You can use Jira’s built-in features such as custom fields, issue types, and workflows to tailor the form to your needs. Alternatively, you can use apps like Jira Service Management or third-party plugins like ProForma to build more advanced forms.
Streamline your intake process today
Intake forms are a critical aspect of client interaction and business efficiency, pivotal to gathering essential information that drives service personalization and operational scalability. By adhering to best practices such as crafting clear and engaging questions, utilizing multistep and conditional logic, and committing to ongoing optimization based on client feedback, businesses can significantly enhance the intake process.
