Intake Form Template

Find a range of useful and customizable intake form templates. Download free PDF versions that suit your needs for clients, patients, or specific practices.

By Audrey Liz Perez on Feb 27, 2024.

Fact Checked by .

Use Template

What is an Intake Form Template?

An intake form template is a predesigned, customizable document utilized to gather crucial information about a new client or patient before service provision. It is a standardized tool to help organizations, healthcare professionals, and service providers efficiently collect necessary data from their clients or patients.

These intake form templates vary considerably depending on the context in which they are used. For instance, a general client intake form template might be suitable for many businesses, gathering basic data such as the client's name, contact details, and reason for seeking the service.

On the other hand, specific intake forms templates like a patient intake form template, a massage intake form template, or a counseling intake form template are tailored for specialized areas and collect more detailed and specific information. For example, a patient intake form used in medical practice would contain fields about the patient's medical history, current symptoms, allergies, medications, and lifestyle factors.

The primary function of these intake forms is to streamline the administrative process, ensure consistency in the data collected, and improve the overall client or patient experience. By structuring the collection of information with predefined fields and questions, intake form templates save time and ensure that crucial details are noticed.

These templates can be easily modified and tailored to fit different businesses or practices' unique needs and requirements. They allow for efficient updating of data fields and can be designed to reflect the branding and professional image of the organization.

Printable Intake Form Template

Download this Intake Form Template to improve the intake process at your practice.

How does it work?

Filling out an intake form template is generally a straightforward process, though the specific steps can vary depending on the form's complexity and the type of information it requests. Here's a general guide to the process:

Step 1: Read the Form Carefully

Start by reading through the entire form to understand the kind of information that's being requested.

Step 2: Fill Out Personal Details

Most intake forms will start by asking for basic information such as your name, address, contact details, and possibly some demographic information. Ensure to fill these fields accurately.

Step 3: Provide Relevant History or Background Information

Many intake forms will request additional information related to the service being provided. This could be medical history for a patient intake form, past experiences for a counseling intake form, or specific issues you're facing for a client intake form.

Step 4: Describe the Current Situation and Goals

You may be asked to describe your current situation and any goals or outcomes you hope to achieve through the service. Be specific and clear in these sections to help the service provider understand your needs.

Step 5: Review and Sign the Form

Many intake forms declare that the information provided and other terms or agreements related to the service are accurate. Read this section carefully, and if you agree, sign and date the form.

Step 6: Submit the Form

Follow the instructions to submit the form, whether returning a physical copy to the service provider, sending it via email, or submitting it online.

Remember, while this is a general guide, it's important to carefully read any specific instructions provided with the intake form template, as the requirements can vary.

Intake Form Example (sample)

To provide a practical understanding of an intake form, we have included a sample template below that can guide you through completing such a form.

The template includes sections for basic information, such as the client's name, contact details, and the reason for seeking the service. More specialized forms, such as a massage or counseling intake form, might have additional sections to gather specific information, such as medical history, current symptoms, or issues the client wants to address.

Remember, this is just a sample template. Your intake form should be customized according to your practice's and client's needs. The aim is to collect all necessary information to help you provide the best service while making the process easy and efficient for your clients.

Download this Intake Form Template Example:

Intake Form Example (sample)

When would you use this Template?

An intake form template is vital when starting a professional relationship with a client. Whether you're in the healthcare sector, providing counseling services, working in the wellness industry like massage therapy, or any other service-oriented business, understanding your client's background, current status, and future goals is paramount.

For instance, a patient intake form template would be used at the first appointment in a healthcare setting, such as a doctor's office or a physical therapy clinic. The form would gather essential health history, current symptoms, allergies, and more to help the healthcare provider deliver the most appropriate and effective care.

Similarly, in a therapeutic context, like a counseling or mental health service, a counseling intake form template would be used during the client's initial visit. The form might ask about the client's mental health history, present concerns, and therapy goals. This information is crucial for a counselor to understand the client's needs and to formulate a beneficial therapeutic plan.

In a more holistic setting, like a massage therapy center, a massage intake form template would be used to understand the client's reasons for seeking the service, any existing physical conditions, pain areas, and what they hope to achieve from the sessions.

Intake forms are critical in many professional scenarios, even outside of health and wellness. A financial advisor, a personal trainer, a coach, a consultant - all these professionals use intake forms to understand their clients better, set appropriate expectations, and tailor their services to their needs.

Using intake form templates standardizes this process and ensures you get all crucial information. The gathered details provide the best possible service and help establish clear communication and mutual understanding, paving the way for a successful professional relationship.


Intake form templates offer a multitude of advantages to both service providers and clients. They enhance the efficiency of the intake process, ensure consistency in data collection, reflect professionalism, aid in providing personalized service, and, most importantly, serve as a bridge of communication between the provider and the client.

1. Efficiency

Efficiency is key in any business process, including the intake process. Using an intake form template streamlines this crucial stage by providing a standardized format for collecting necessary information. Instead of crafting a unique questionnaire for each client, staff can focus on the client's responses, thus maximizing productivity.

2. Consistency

Consistency in data collection is another valuable benefit of using intake form templates. By asking the same questions to all clients, you ensure no critical information is overlooked. This standardized approach can also facilitate data analysis, which can be especially valuable in larger practices or organizations where trends can provide actionable insights.

3. Professionalism

First impressions matter in any professional interaction. A well-designed intake form template helps to present a professional image to the client. It shows that the service provider is organized, thorough, and takes their role seriously. This helps establish trust with the client and sets a positive tone for the relationship.

4. Enhanced Service

A thorough understanding of a client's needs and goals is crucial to providing a service that meets their expectations. The detailed information gathered from the intake form allows for a more personalized approach, which can significantly enhance the client's satisfaction and overall experience.

5. Communication

The intake form often serves as the first point of contact between the client and the service provider. It's an opportunity to open the lines of communication. The intake form can ensure that both parties are on the same page by asking about the client's expectations, preferences, and concerns. 

Clear and open communication can improve the quality of the service and increase client satisfaction.

6. Compliance and Legal Protection

In fields like healthcare or counseling, intake forms often include a section where the client acknowledges and agrees to the terms of service, confidentiality agreements, or consent for treatment. This serves as legal protection for the service provider, ensuring clients understand their rights, responsibilities, and service parameters.

Who uses Intake Form Templates?
Who uses Intake Form Templates?

Commonly asked questions

Who uses Intake Form Templates?

Intake form templates are used by various service providers, from healthcare professionals to counselors, fitness trainers, massage therapists, and more.

When do you use Intake Form Templates?

Intake forms are typically used at the start of a service relationship when the client or patient first comes in for a service.

How is an Intake Form Template used?

The template is filled out by the client or with the assistance of a staff member, providing the necessary information for the service provider to understand their background, current situation, and goals.

Join 10,000+ teams using Carepatron to be more productive

One app for all your healthcare work