The Complete Guide to Client Intake Forms
TL;DR
- Timing matters: Send forms 48-72 hours before the session (not weeks before, not same-day).
- Go Digital: Mobile-friendly forms have significantly higher completion rates than PDFs/paper.
- Keep it focused: Split forms into "Must Have" (Contact/Consent) and "Nice to Have" (Deep history).
- Trust builder: A good intake form makes the client feel heard before they walk in.
There's a special kind of frustration that comes from asking a client the same questions they already answered on your intake form. "I know I wrote this down somewhere..."
Bad intake forms waste everyone's time. Good ones set the therapeutic relationship up for success before the first session even starts.
After 15 years of refining my intake process (and learning from every mistake), here's what actually works.
Why Intake Forms Matter More Than You Think
Your intake form is often a client's first real interaction with your practice. It signals:
- How organized you are
- Whether you respect their time
- What kind of experience to expect
- That you're a professional, not someone's cousin who "does counseling"
A 2022 study found that therapists who used comprehensive intake processes had 23% better client retention at 90 days. That's not a coincidence—clients who feel heard from day one stick around.
What Your Intake Form Should Include
The Essentials (Non-Negotiable)
Contact Information
- Full legal name
- Preferred name (important! ask this!)
- Date of birth
- Phone number (specify: okay to text? okay to leave voicemail?)
- Email address
- Emergency contact
Demographic Information
- Address
- Preferred pronouns
- How they found you (for marketing, but also rapport)
Insurance/Payment
- Insurance info if applicable
- Understanding of fee structure
- Payment method
- Cancellation policy acknowledgment
Legal Consents
- Informed consent for treatment
- HIPAA acknowledgment
- Telehealth consent (if offering)
- Release of information (if needed)
Clinical Information
Presenting Concerns
- Why are they seeking therapy now?
- What do they hope to achieve?
- Previous therapy experience (what helped, what didn't)
- Current symptoms affecting daily life
Mental Health History
- Previous diagnoses
- Past hospitalizations
- Suicide/self-harm history (ask directly)
- Current or past medication
Medical Considerations
- Current medications (all, not just psych)
- Medical conditions
- Sleep patterns
- Substance use (be non-judgmental in how you ask)
Social Context
- Living situation
- Relationship status
- Occupation
- Support system
What to SKIP
Don't ask for:
- Information you'll get in the first session anyway
- Overly detailed trauma histories (save for session)
- Anything not relevant to treatment
- Social security number (unless billing requires it)
Longer forms have lower completion rates. Every question should earn its place.
Digital vs Paper: The Debate
Paper Forms:
- Some clients prefer them
- Easy to fill out in waiting room
- You're stuck with physical storage
- Hard to search later
- Not environmentally friendly (if that matters to you)
Digital Forms:
- Can be completed before appointment
- Automatically organized
- Easier to update
- Searchable records
- Can integrate with scheduling
I switched to fully digital in 2019 and haven't looked back. Client completion rates actually went UP because they could do it from their couch.
Tools that handle this well: SimplePractice, IntakeQ, OnlyCaly's intake features, Jane App. Most will let you build custom forms and send them automatically after booking.
Getting Clients to Actually Complete Forms
Here's the dirty secret: clients hate paperwork. Even well-designed forms get ignored. Here's how to improve completion:
Send At The Right Time
- Too early (weeks before): They forget
- Too late (day of): They rush or skip
- Sweet spot: 48-72 hours before first session
Most scheduling tools can automate this. "Client books → 48 hours before → automated email with intake link."
Make It Mobile-Friendly
Over 60% of my clients complete intake on their phones. If your form isn't mobile-responsive, you're losing people.
Test it yourself. Pull it up on your phone. Is it painful? Fix it.
Use Conditional Logic
Smart forms show/hide questions based on previous answers.
Example: "Have you had previous therapy?"
- If yes → "Please describe what was helpful/unhelpful"
- If no → Skip to next section
This keeps forms short for everyone and detailed when needed.
Set Clear Expectations
In your booking confirmation, say: "You'll receive an intake form via email. Please complete it at least 24 hours before our session so I can prepare effectively. It takes about 10-15 minutes."
Then actually hold that boundary. If someone shows up without completing it, spend session time on it. They'll complete the next one.
Send Reminders
If not completed 24 hours before: gentle automated reminder. "Just a quick note that I haven't received your intake form yet. Completing it before our session helps us make the most of our time together."
One reminder. Not three. Nobody likes being nagged.
Common Intake Mistakes to Avoid
Even experienced therapists fall into these traps:
- The "Deposition" Approach: Asking for every single detail of trauma history in a form. It can be re-traumatizing without a therapist present.
- Not Mobile Optimizing: If they can't fill it out on an iPhone in the waiting room, you've lost them.
- Hiding the Cancellation Policy: Make sure your cancellation policy is front and center in the consent section.
- GDPR/HIPAA Negligence: Storing forms in unsecured Google Drive folders. Always use GDPR-compliant tools.
The "Too Long" Problem
Average attention span for online forms: 3-4 minutes before abandonment kicks in.
If your form takes 25 minutes, you have a problem. Solutions:
Split it up
- Form 1: Contact info + consent (required before first session)
- Form 2: Clinical history (can be completed during/after first session)
Use dropdowns over text boxes Instead of "Describe your symptoms," provide checkboxes. Clients can elaborate in session.
Progress indicators "You're 40% done" keeps people going. Most form builders include this.
Sensitive Questions: How to Ask
Certain questions are necessary but uncomfortable. How you phrase them matters.
Suicide/Self-Harm History
Bad: "Have you ever tried to kill yourself?" Better: "Have you ever had thoughts of harming yourself or ending your life? Have you ever acted on these thoughts?"
Normalize the question. Add: "Many people have these experiences, and this information helps me provide the best support."
Substance Use
Bad: "Do you have a drinking problem?" Better: "How often do you use alcohol or other substances? What substances do you use?"
Non-judgmental, factual language.
Trauma History
Bad: "Describe any traumatic events in your life." Better: "Have you experienced events that felt traumatic or overwhelming? (You can share as much or as little as you'd like here—we'll discuss this together.)"
Give them control. The form is a starting point, not a deposition.
Legal Considerations
Your intake should include:
- Informed consent for treatment (required everywhere)
- HIPAA Notice of Privacy Practices (if US)
- Telehealth consent (if offering virtual)
- Fee agreement / cancellation policy acknowledgment
- Release of information forms (if coordinating care)
Have a lawyer review your forms. Seriously. The $200-500 is worth it.
Frequently Asked Questions
Can I email intake forms to clients?
Only if the email is encrypted or you are using a secure client portal (like SimplePractice or OnlyCaly's secure invites). Sending a plain PDF attachment via Gmail is typically a HIPAA violation.
What if a client refuses to sign the consent form?
You cannot treat them. Informed consent is a legal requirement for providing therapy. If they won't sign, you cannot ethically or legally begin the session.
How often should clients update their intake info?
It's good practice to verify contact info and insurance annually. You don't need to redo the whole clinical history, but a quick "Are these details still correct?" check is smart.
My Current Intake Flow
Here's exactly what happens when someone books with me:
-
Booking confirmation (immediate) - "Thanks for booking! An intake form will arrive 48 hours before your session."
-
Intake forms email (48 hours before) - Contains link to digital forms, estimated time, why it matters
-
Reminder if not completed (24 hours before) - Gentle nudge. (See our SMS reminder templates for wording ideas).
-
Morning of appointment - I review their intake, make notes for session
-
First session - I reference their form: "I saw you mentioned X in your intake—can you tell me more about that?"
This shows clients their time completing the form was valued.
Quick Fixes If Your Current Forms Aren't Working
- Measure completion rate - What percentage finish? If below 70%, something's wrong
- Time yourself completing it - If it takes you more than 10 min, it's too long
- Check mobile experience - Open on your phone and try to complete
- Review every question - Does this need to be pre-session? Or can it wait?
- Add progress indicator - People like knowing how close they are to done
- Simplify language - Reading level should be 8th grade or below
Template Starter
If you're building from scratch, here's a minimal viable intake:
Section 1: Contact (2 min)
- Name, DOB, phone, email, emergency contact
- Communication preferences
Section 2: Consents (3 min)
- Informed consent checkbox
- HIPAA acknowledgment checkbox
- Telehealth consent (if applicable)
- Fee/cancellation policy agreement
Section 3: Clinical Basics (5 min)
- "What brings you to therapy now?" (text box)
- Previous therapy: Yes/No (if yes: what helped/didn't)
- Current symptoms checklist (anxiety, depression, etc.)
- "Are you currently having thoughts of suicide or self-harm?" (yes/no with follow-up)
- Current medications (text box)
Total time: 10 minutes.
Everything else can come out in sessions.
The Real Goal
Your intake form isn't about collecting data. It's about starting the therapeutic relationship.
When a client completes your intake and feels respected—not interrogated—they walk into that first session already trusting you a little bit.
That trust compounds.
Get the form right, and everything else gets easier.
