Client intake form template — 40 copy-paste blocks
A short intake form gets you everything you need to quote, schedule, and show up prepared: how to reach the client, where the work is, how to get in, pets, preferences, and who pays. This page gives you a general new-client intake form, a phone-call checklist, a text version, questions for 12 kinds of service work, consent and privacy lines, and the messages to send around it. 40 copy-paste blocks in all. No account, no download, nothing to buy.
Sample form only, not legal advice. Don’t collect card numbers, Social Security numbers, or other sensitive data on an intake form.
Where the work is, plus parking, gate, and building notes.
What they need, how often, and when, so you can quote and schedule from one form.
Access and safety: who’s home, entry method, pets, alarms.
Preferences and sensitivities: products, allergies, areas not to touch.
Billing: who pays and how. Landlords and adult children often pay for someone else.
How they heard about you, so you know which marketing and referrals actually work.
Keep it short
Every extra question loses some people. Ask only what you need to quote, schedule, and do the first visit safely. Everything else can wait until later. A 3-minute form gets filled out; a 15-minute one gets put off until the night before.
Collect sensitive details (door codes, alarm codes) only after they’ve booked, and never in a public form response sheet that other people can see. Don’t ask for things you don’t need, like a date of birth or Social Security number.
A worked example
A pet sitter gets a new inquiry for Thanksgiving week. Instead of 20 texts back and forth, she sends the intake text: address, dates, pets, and “anything else.” The client replies with two cats and one diabetic cat that needs insulin at 8am and 8pm.
Based on that one answer, the sitter adds the medication section from the pet sitting questions, confirms her experience with insulin, and quotes the right number of visits per day. She gets the vet and emergency contact details before the trip, not during it.
Client intake form templates to copy
A general form, a short phone-call version, and a text version.
General client intake form (plain text)
Paste into a document, Google Form, or your booking tool. Remove what you don’t need.
NEW CLIENT INTAKE FORM — [Business name]
CONTACT
Full name: ____________________
Mobile: ______________ Texts OK? ☐ Yes ☐ No
Email: ____________________
Best way and time to reach you: ____________________
SERVICE ADDRESS
Street, city, ZIP: ____________________
Home ☐ Rental I manage ☐ Business ☐
Parking or gate notes: ____________________
WHAT YOU NEED
Service: ____________________
How often: ☐ One time ☐ Weekly ☐ Every 2 weeks ☐ Monthly ☐ Not sure
Preferred days/times: ____________________
Anything urgent or a deadline? ____________________
ACCESS AND SAFETY
Will someone be home? ☐ Yes ☐ No, entry by: ____________
Pets? Type and name(s), and are they friendly? ____________________
Alarms, cameras, or areas we should avoid: ____________________
PREFERENCES
Products, allergies, or sensitivities: ____________________
Anything we should know before the first visit: ____________________
BILLING
Who pays (if not you): ____________________
Preferred payment: ☐ Card ☐ Zelle/Venmo ☐ Check ☐ Invoice
How did you hear about us? ____________________
Short intake (phone call checklist)
Questions to ask on the first call, in order.
1. What’s your name and the best number to text?
2. What’s the address where the work is?
3. What do you need done, and is anything urgent?
4. One time or recurring? Which days work best?
5. Will someone be home, or how do we get in?
6. Any pets?
7. Anything else I should know (allergies, parking, a gate)?
8. How did you hear about us?
Then: “I’ll text you a quote and the times I have by [today 5pm].”
Intake by text (when they message you first)
Gets the key details without a back-and-forth.
Thanks for reaching out! To get you a quote, can you reply with:
1) Your address (or ZIP)
2) What you need done (photos help!)
3) One time or recurring?
4) Days/times that work
5) Any pets?
I’ll get back to you with a price and availability today.
Email with the intake form link
For new clients before a first visit.
Subject: Quick form before your first visit
Hi Taylor,
Thanks for booking with us! Before your first visit on Monday, Nov 9, please fill out this short form so we arrive prepared: [link]. It takes about 3 minutes and covers access, pets, and anything you’d like us to know.
If you’d rather answer by phone, just reply with a good time to call.
[Your name]
[Business name]
Intake questions by trade
Add these to the general form for your kind of work.
House cleaning
Helps you price right and avoid surprises on visit one.
Bedrooms: ___ Bathrooms: ___ Approx. sq ft: ___
When was it last professionally cleaned? ________
Priority rooms or tasks: ________
Areas or items NOT to clean or touch: ________
Products: ☐ Ours are fine ☐ Fragrance-free ☐ I’ll provide
Add-ons: ☐ Inside oven ☐ Inside fridge ☐ Interior windows ☐ Laundry
Pet sitting and dog walking
The details that matter in an emergency.
Pet name, breed, age, weight: ________
Feeding (amount, time, where food is): ________
Medications and how to give them: ________
Behavior: leash reactive? escapes? fearful of anything? ________
Vet name and phone: ________
Emergency contact (not you): ________
OK to take to emergency vet if I can’t reach you? ☐ Yes, up to $____
Lawn care and landscaping
Site details for quoting and equipment.
Lot size or approx. lawn area: ________
Front ☐ Back ☐ Side yards ☐
Gate width (for mower): ____ in. Locked? ☐ Code: ____
Irrigation system? ☐ Yes (heads marked?) ☐ No
Dogs or dog waste in yard? ________
Clippings: ☐ Bag ☐ Mulch Trash bin for debris? ☐ Yes ☐ No
Handyman and home repair
Gets you the facts you need to quote without a site visit for small jobs.
Describe each item (one per line): ________
Photos attached? ☐ Yes
Do you have the parts/materials? ☐ Yes ☐ No, please supply
Home built before 1978? ☐ Yes ☐ No ☐ Not sure (matters for lead-safe work on painted surfaces)
HOA or landlord approval needed? ☐ Yes ☐ No
Tutoring and lessons
For a parent signing up a student.
Student name, grade, school: ________
Subject(s) and goals (e.g., raise math grade from C to B): ________
Upcoming tests or deadlines: ________
Learning needs or accommodations we should know about: ________
In-home ☐ Online ☐ Parent/guardian at home during sessions? ☐ Yes
Pool and spa service
Equipment info up front saves a trip.
Pool type: ☐ Chlorine ☐ Saltwater Size/gallons (approx.): ______
Spa attached? ☐ Yes ☐ No
Equipment: pump ______ filter type ☐ Cartridge ☐ Sand ☐ DE Heater? ☐
Known issues (leaks, green water, noise): ________
Gate code and dogs: ________
Mobile auto detailing or repair
Vehicle and location basics.
Vehicle year/make/model and color: ________
Service: ________
Where will the car be? ☐ Driveway ☐ Street ☐ Garage ☐ Work lot
Water and power available? ☐ Water ☐ Outlet within 50 ft
Keys: ☐ I’ll be there ☐ Lockbox/hidden
Movers and junk removal
Access and size details that change the price.
Moving from: ________ (floor ___, elevator? ☐ stairs? ☐ how many flights ___)
Moving to: ________ (floor ___, elevator? ☐)
Size: ☐ Studio ☐ 1BR ☐ 2BR ☐ 3BR+ Heavy items (piano, safe, gym equipment): ________
Truck parking within 50 ft? ☐ Yes ☐ No Permit or building booking needed? ☐
Packing help? ☐ Yes ☐ No
Office and commercial cleaning
Business clients need different details than homes.
Business name and type: ________ Approx. sq ft: ______
After-hours access: ☐ Key ☐ Fob ☐ Alarm code (we’ll get it after booking)
Restrooms: ___ Kitchens/break rooms: ___
Supplies: ☐ We supply ☐ You supply paper/soap
Billing: Accounts payable contact and email: ________ PO number required? ☐
Certificate of insurance needed before start? ☐ Yes
Short-term rental host (turnovers)
For hosts handing over a calendar.
Listing name and address: ________
Calendar link (iCal) or how you’ll send bookings: ________
Checkout time ___ Check-in time ___
Linens: ☐ Onsite sets (how many) ☐ We bring
Restock list and where supplies are: ________
How to report damage or missing items: ☐ Text with photos ☐ App message
Property manager (multiple units)
One form for the manager, plus a unit line per job.
Company and manager name: ________ Billing email: ________
Approval limit without a call: $______
Tenant notice: ☐ We notify tenant ☐ You notify tenant
Key/lockbox process: ________
Units: Address/unit # · Tenant name and phone · Pets · Notes
House sitting and plant care
Simple, but the details are easy to forget.
Dates away: ________ Visits per day: ___
Plants: where, how much water, how often: ________
Mail/packages: ☐ Bring in ☐ Leave
Lights/blinds routine: ________
Trash day: ______ Thermostat setting: ______
Who else has a key or may come by: ________
Consent and policy lines for the form
Short checkboxes that set expectations before the first visit.
Texting consent
Short and clear about what you’ll text.
☐ I agree to receive texts from [Business name] about my appointments, quotes, and invoices. Message and data rates may apply. Reply STOP to opt out at any time.
Photo consent
For before/after photos you might want to post.
☐ You may take before/after photos of the work for your records.
☐ You may also share photos online (no address, faces, or personal items shown).
Policies acknowledgment
Links the form to your cancellation and payment policy.
☐ I have read the cancellation policy (free changes with 48 hours’ notice; later cancellations or lockouts are charged 50%) and the payment terms (due on the day of service).
Privacy note
Tells clients how you’ll treat their details.
We use your information only to schedule and do your service and to send your invoices. We don’t sell it or share it, except with the person doing your service. Door codes and key details are kept private and deleted when service ends.
Messages after the intake form
Reminders, thanks, and next steps.
Reminder to fill out the form
Friendly, with the reason.
Hi Taylor, quick reminder to fill out the short intake form before Monday: [link]. It helps us bring the right supplies and know how to get in. Thanks!
Thanks, form received
Confirms what you saw and what happens next.
Thanks, Taylor, got your form! I see two dogs (Max and Lulu, friendly), entry by lockbox, and fragrance-free products. You’re all set for Monday, Nov 9, 9–10am arrival. See you then!
Something on the form needs a follow-up
When an answer changes the plan or the price.
Hi Taylor, thanks for the form. You mentioned the oven hasn’t been cleaned in a while. The inside oven clean is a $35 add-on and adds about 45 minutes. Want me to add it to Monday’s visit?
Can’t take the job based on the form
Polite, clear, and helpful.
Hi Taylor, thanks for the details. Unfortunately your address is outside our service area, so we can’t take this one. A couple of local options you could try: [name], [name]. Good luck, and thanks for thinking of us!
Yearly update request for regular clients
Details change; ask once a year.
Hi Alex, I’m updating client details for 2027. Has anything changed: phone, entry code, pets, or anything you’d like us to do differently? Just reply here. Thanks!
Where to keep intake answers (and what not to keep)
Keep answers in one place you can open on your phone at the door: a client note in your booking app, a contacts entry, or one row per client in a spreadsheet you don’t share. Copy the three things you need on every visit (entry, pets, special requests) to the top of the client note so you don’t scroll through a whole form on a doorstep.
Separate the sensitive pieces. Door codes, alarm codes and lockbox combinations belong in a locked note or your app’s private field, not in a shared Google Form response sheet. When a client stops service, delete their codes and tell them you did (see the last visit messages).
Review details once a year. People move, change codes, adopt pets and change who pays. A short yearly “anything changed?” text (above) is enough for most regular clients.
Intake forms for special situations
Short add-on forms for jobs that need different details than a regular new client.
Same-day or emergency intake (60-second version)
When someone needs help today. Ask only what you need to go now.
URGENT REQUEST — [Business name]
Name and mobile: ________
Address: ________
What’s happening right now? ________
Is anyone in danger, or is water/power/gas involved? ☐ Yes ☐ No
Can you send 1–2 photos? ☐ Sent
How do we get in? ☐ I’m home ☐ Code: ____ ☐ Other: ____
I understand the same-day rate is $[___] for the first hour: ☐ OK
Someone booking for a parent or relative
Adult children and family often book for someone else. Get both people’s details.
Your name and mobile: ________
Your relationship to the client: ________
Client’s name and mobile: ________
Should we contact the client directly, you, or both? ☐ Client ☐ Me ☐ Both
Who will be home during visits? ________
Anything we should know (hearing, mobility, memory, pets): ________
Who pays: ☐ Me ☐ The client ☐ Split
Is it OK to send visit updates and photos to you? ☐ Yes ☐ No
Move-out or move-in cleaning intake
Move cleans are priced on condition and deadlines, so ask about both.
Move date and the date the place must be clean by: ________
Will the home be empty? ☐ Yes ☐ Furniture still in some rooms
Who’s checking the work? ☐ Landlord/property manager ☐ Buyer ☐ Me
Do you have a move-out checklist from your landlord? ☐ Yes (please send) ☐ No
Utilities on during the clean? ☐ Water ☐ Power
Extras: ☐ Inside cabinets ☐ Inside oven ☐ Inside fridge ☐ Walls/baseboards ☐ Garage
Post-construction or renovation cleanup intake
Dust, debris and timing drive the price.
Type of project: ☐ Remodel ☐ New build ☐ Paint only ☐ Flooring
Rooms affected: ________
Is the contractor finished, or will trades still be working? ________
Debris left: ☐ None ☐ Small ☐ Needs hauling
Dust level: ☐ Light ☐ Heavy (drywall sanding)
Target date: ________ Contractor contact (for access): ________
Commercial request for quote (RFQ) intake
Businesses compare bids. Get what they need from you as well as what you need from them.
Company: ________ Contact and title: ________
Sites and approx. sq ft: ________
Frequency and preferred hours: ________
Do you need: ☐ Certificate of insurance ☐ W-9 ☐ Background-checked staff ☐ Vendor registration
Current provider ending on: ________
Decision date and who decides: ________
Payment terms you use: ☐ Net 15 ☐ Net 30 ☐ Other: ____
Event or party help intake
For party cleanup, serving help, or setup crews.
Event date, start and end time: ________
Address and parking/load-in notes: ________
Guests (approx.): ____
What do you need: ☐ Setup ☐ Serving ☐ Cleanup during ☐ Cleanup after
Are we arriving before guests? ☐ Yes, at ____
Trash and recycling: where does it go? ________
On-site contact on the day: ________
Returning client after a long break
Quicker than the full form. Only asks what may have changed.
Welcome back! Just a few quick checks:
☐ Same address? If not, new address: ________
☐ Same entry method/code? (We’ll ask for any new code after booking.)
☐ Any new pets or people at home?
☐ Any rooms, areas, or tasks that changed?
Preferred schedule now: ________
Note: our current rate is $[___] per visit (updated [Jan 2026]).
More intake messages
Asking for missing details, photos, and next steps without sounding like a bureaucrat.
Missing details on the form
Ask for only the one or two things you need.
Hi Taylor, thanks for sending the form! Two quick things I still need: how many bathrooms, and whether someone will be home on Monday. Once I have those I’ll lock in your time.
Ask for photos before quoting
Photos often replace an estimate visit for small jobs.
Thanks, Sam! Could you text me 2–3 photos of the area (one wide shot and one close-up of the problem)? That way I can give you a firm price instead of a range, and bring the right parts the first time.
Outside your service area — waitlist or referral
A kind no that keeps the door open.
Hi Morgan, thanks so much for filling out the form. Unfortunately [ZIP] is just outside the area I cover right now. I’ve added you to my waitlist in case that changes. In the meantime, [Name] at [Business] serves your area and does great work: [phone].
Quote range right after intake
When the form gives you enough to give a ballpark.
Thanks for the details, Jordan! Based on a 3-bed, 2-bath home with two dogs, a first deep clean is usually $260–$310, and biweekly visits after that are $165. I can confirm the exact price at the first visit. Want me to send a couple of times next week?
Phone intake script (voicemail call-back)
For returning a voicemail and doing the intake on the call.
Hi, this is [Name] with [Business], returning your call about [service]. I’d love to help. I just need a few details to give you a price: your address, what you need done, and how often. You can call me back at [number], or text me the answers here and I’ll reply today.
Bilingual intake text (English / Spanish)
For clients who are more comfortable in Spanish. Have a fluent speaker check your own wording.
Thanks for reaching out! To send a quote, please reply with your address, what you need, and the days that work.
¡Gracias por contactarnos! Para enviarle un presupuesto, responda con su dirección, el servicio que necesita y los días que le funcionan.
Confirm sensitive details privately
Door and alarm codes stay out of the form spreadsheet.
Hi Alex, you’re booked for Monday at 9am! For the door code and alarm, please text them to me directly (not on the form). I keep codes in a locked note on my phone and delete them if service ends.
Intake done — first-visit plan
Repeat back what you’ll do so there are no surprises.
All set, Taylor! Here’s the plan for Monday, Nov 9 at 9am: deep clean of 3 bedrooms and 2 baths, fragrance-free products, Max and Lulu can stay out, entry by lockbox. Price: $280. I’ll text when I’m on my way.
Common questions
Paper, PDF, or online form? An online form (Google Forms, Jotform, or your booking app) is easiest for clients on a phone and stores the answers for you. Paste the questions above into it. A plain-text version by email or text works too.
When should a client fill it out? Ideally right after they book and before the first visit. For quotes, the short text version is enough.
Should I ask for payment details on the form? No. Don’t collect card numbers on a form. Use your payment processor’s secure link or card-on-file tool instead.
Do I need texting consent? If you send automated or marketing texts, US rules and carrier requirements expect clear opt-in consent and a way to opt out. A consent checkbox like the one above is a simple start; this is not legal advice.
What do I do with the answers? Copy the key points (entry, pets, preferences) into the client’s notes, and into your work order for each visit.
How to use these templates
Start with the general form, add the questions for your trade, and add the consent lines you need. Save it once as your starter form.
Send the intake text to new inquiries, the form link after they book, and the “thanks, form received” message once it comes back, confirming the details you’ll rely on.
More pricing & sales templates
The other free documents in the same group. Every business document on the site is listed on the home page.