| name | client-intake-form |
| description | Creates client intake forms and questionnaires that gather essential project information efficiently. |
| allowed-tools | Read Write Glob |
| metadata | {"author":"matthewhitcham","version":"1.0"} |
Client Intake Form
When to Use This Skill
Use this skill when you need to:
- Create an intake form that captures essential project information before kickoff
- Design questionnaires for onboarding new clients efficiently
- Reduce discovery call time by gathering key details in advance
- Standardize information collection across all new engagements
DO NOT use this skill for customer surveys, feedback forms, or lead generation forms. This is for service provider intake — gathering what you need to start working.
Core Principle
A GREAT INTAKE FORM ASKS THE RIGHT QUESTIONS IN THE RIGHT ORDER — IT REPLACES A 60-MINUTE DISCOVERY CALL WITH A 10-MINUTE FORM THAT GIVES YOU BETTER INFORMATION.
Phase 1: Form Requirements
Required Inputs
| Input | What to Ask | Default |
|---|
| Service type | "What service will you deliver after collecting this info?" | No default — must be provided |
| Critical information | "What must you know before starting work?" | No default — must be provided |
| Client type | "Who fills this out — business owners, marketing managers, individuals?" | Business owners |
| Form length target | "How long should this take to complete?" | 10-15 minutes |
| Delivery method | "Where will this form live — Google Forms, Typeform, PDF, email?" | Google Forms or Typeform |
GATE: Confirm service type and critical info needs before designing the form.
Phase 2: Form Structure
Section Framework
Organize questions into logical sections:
## Client Intake Form — [Service Name]
### Section 1: About You
- Business name
- Your name and role
- Website URL
- Industry/niche
### Section 2: Your Goals
- What is the primary goal for this project?
- What does success look like to you?
- Is there a deadline or launch date?
### Section 3: Current Situation
- What have you tried before?
- What is working well that we should keep?
- What is NOT working that prompted this project?
### Section 4: Project Specifics
- [Service-specific questions — see templates below]
- [Scope-defining questions]
- [Preference or style questions]
### Section 5: Logistics
- Budget range (provide tiers, not open-ended)
- Timeline preference
- Preferred communication method
- How did you hear about us?
Question Design Rules
- Use closed-ended questions for facts — multiple choice, dropdowns, yes/no
- Use open-ended questions for context — limit to 3-5 per form
- Provide examples — "Describe your target audience (e.g., women 25-40 who shop online for skincare)"
- Make critical fields required — but keep optional fields for nice-to-have info
- Group related questions — do not jump between topics randomly
Phase 3: Service-Specific Templates
Design/Branding Intake
- Do you have existing brand guidelines? (Upload option)
- Share 3 websites or brands whose design style you admire
- What colors, fonts, or imagery should we use or avoid?
- Who is your target audience?
- Where will this design be used — web, print, social?
Copywriting/Content Intake
- What is the purpose of this content — sell, inform, educate, entertain?
- Describe your brand voice in 3 adjectives
- Who is reading this? What do they care about?
- Are there specific keywords or phrases to include?
- Share examples of content you like (URLs or uploads)
Consulting/Strategy Intake
- What is the biggest challenge your business faces right now?
- What is your revenue and team size?
- What have you already tried to solve this problem?
- What resources (budget, team, time) are available for implementation?
- What would make this engagement a success in your eyes?
Web Development Intake
- What platform does your site run on?
- What features or functionality do you need?
- Do you have content ready (copy, images, videos)?
- How many pages does the project include?
- Do you need e-commerce, booking, or membership functionality?
Phase 4: Form Optimization
Completion Rate Tips
- Keep forms under 15 questions for best completion rates
- Use progress bars to show how much is left
- Auto-save responses so clients can return later
- Send a reminder if the form is not completed within 48 hours
- Thank them immediately upon submission with a confirmation and next steps
Post-Submission Workflow
- Form submitted — trigger automatic confirmation email
- Review responses within 24 hours
- Flag any missing or unclear answers for follow-up
- Schedule kickoff call only after form is reviewed
- Reference form answers during kickoff to show you prepared
Form Checklist
Anti-Patterns
- Too many open-ended questions — 10 text boxes guarantee short, unhelpful answers. Use specific, guided prompts.
- No budget question — asking about budget early saves everyone time. Use ranges so clients feel comfortable.
- Asking for info you will not use — every question should connect to a decision you make during the project.
- No confirmation or next steps — submitting a form into a void makes clients anxious. Tell them what happens next.
- Duplicating the discovery call — if you still ask the same questions on the call, the form is not doing its job.
Recovery
- Client skips the form: Make it a prerequisite — "I'll review your responses before our kickoff call." No form, no call.
- Answers are vague or unhelpful: Follow up with 2-3 targeted clarifying questions. Do not re-send the whole form.
- Client pushes back on form length: Shorten to the absolute essentials and gather the rest during the kickoff call.
- Form tool limitations: Use a simple Google Form or even a well-formatted email with numbered questions. The tool matters less than the questions.
- Different clients need different forms: Create 2-3 variations by service type rather than one catch-all form.
