CLIENT INTAKE FORM ================== Disclaimer — not legal advice. This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use From: [YOUR NAME / BUSINESS NAME] For: [CLIENT NAME] Please return by: [DATE] Thank you for choosing to work with [YOUR BUSINESS NAME]. This form collects the details we need to plan your project and set up billing, so we don't have to chase them by email later. It takes about 10–15 minutes. Skip anything that doesn't apply, and write "not sure" where you don't know yet. ------------------------------------------------------------ 1. Business details ------------------- Question | Answer -------------------------------- | -------- Legal business name | [ANSWER] Trading name (if different) | [ANSWER] Registered address | [ANSWER] Tax / VAT number (if applicable) | [ANSWER] Website | [ANSWER] Industry | [ANSWER] Number of employees | [ANSWER] Country and time zone | [ANSWER] 2. Contacts ----------- Role | Name | Email | Phone ------------------------------------ | ------------ | ------- | ------- Main day-to-day contact | [NAME] | [EMAIL] | [PHONE] Final decision-maker (approves work) | [NAME] | [EMAIL] | [PHONE] Billing / accounts contact | [NAME] | [EMAIL] | [PHONE] Other people involved | [NAME, ROLE] | [EMAIL] | [PHONE] Does anyone else need to approve the work before it is final (board, partner, legal team)? [ANSWER] 3. About your business ---------------------- 3.1 In two or three sentences, what does your business do? [ANSWER] 3.2 Who are your customers? [ANSWER] 3.3 What makes you different from competitors? [ANSWER] 3.4 Name two or three competitors or businesses you admire. [ANSWER] 4. Project goals ---------------- 4.1 What problem are you trying to solve? [ANSWER] 4.2 What would success look like six months after the project? [ANSWER] 4.3 How will you measure it (e.g. leads, sales, time saved, sign-ups)? [ANSWER] 4.4 Why now? What prompted this project? [ANSWER] 5. Scope and priorities ----------------------- 5.1 What do you think you need? List the deliverables you have in mind. [ANSWER] 5.2 Rank these from 1 (most important) to 4: Priority | Rank ------------------------------------------ | ------ Speed (finished as soon as possible) | [RANK] Cost (within a set budget) | [RANK] Quality and polish | [RANK] Flexibility to change things along the way | [RANK] 5.3 Is anything definitely out of scope? [ANSWER] 6. Budget and timeline ---------------------- 6.1 Budget range for this project: - [ ] Under [CURRENCY] [AMOUNT] - [ ] [CURRENCY] [AMOUNT] – [CURRENCY] [AMOUNT] - [ ] [CURRENCY] [AMOUNT] – [CURRENCY] [AMOUNT] - [ ] Over [CURRENCY] [AMOUNT] - [ ] Not sure yet 6.2 Is the budget approved, or does it need sign-off? [ANSWER] 6.3 Ideal start date: [DATE] 6.4 Hard deadline or launch date, and what it's tied to (event, campaign, funding): [ANSWER] 6.5 Any dates when you or your team are unavailable: [ANSWER] 7. Existing assets and access ----------------------------- 7.1 Which of these do you already have? (Don't send passwords here; we'll arrange access separately.) - [ ] Logo and brand guidelines - [ ] Brand fonts and colors - [ ] Photography or video - [ ] Written content / copy - [ ] Website (platform: [ANSWER]) - [ ] Domain and hosting (provider: [ANSWER]) - [ ] Social media accounts - [ ] Analytics or reporting tools - [ ] Other: [ANSWER] 7.2 Who controls these accounts? [ANSWER] 8. History ---------- 8.1 Have you worked with a freelancer or agency on this before? [YES / NO] 8.2 If yes, what worked and what didn't? [ANSWER] 8.3 Is there anything you'd like us to do differently? [ANSWER] 9. Communication preferences ---------------------------- Question | Answer ----------------------------------------------------------- | -------- Preferred channel (email, project chat, phone, video calls) | [ANSWER] Best days and times for meetings | [ANSWER] How often you'd like updates (weekly, at milestones) | [ANSWER] Expected response time for questions from us | [ANSWER] Language preference | [ANSWER] 10. Billing ----------- Question | Answer ------------------------------- | ------------------------------- Invoice addressed to | [ANSWER] Invoice email | [ANSWER] Purchase order number required? | [YES / NO, PO NUMBER] Preferred payment method | [CARD / PAYPAL / BANK TRANSFER] Invoice currency | [CURRENCY] 11. Anything else ----------------- What's the one thing you'd like us to know before we start? [ANSWER] ------------------------------------------------------------ Completed by: [NAME] Date: [DATE] ------------------------------------------------------------ How to use this template 1. Delete sections you don't need and add one or two questions specific to your service. 2. Pre-fill what you already know, such as the client's name and website. 3. Send the short version (sections 1, 2, 4 and 6) before the discovery call, and the full form after signing. 4. Read the answers before your next call, and copy billing details into your contract and first invoice. 5. Store the completed form with the project files. Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.