An intake form collects the facts you need to start: contact details, brand files, content, logins and approvals. It's different from a discovery questionnaire, which explores goals. A good web design client intake form means no project waits a week for a logo or a password.
When to send it
Right after the contract and deposit. The client is motivated, and you need the material before design starts. Before the sale, use discovery questions instead.
Fields to include
| Section | Fields | Type |
|---|---|---|
| Contact | Main contact, approver, phone, email, best time to reach | Text |
| Business | Legal name, display name, address, service area, opening hours | Text |
| Brand | Logo (SVG/PNG), colors, fonts, brand guide | File upload |
| Content | Page list, text documents, photos, testimonials | Checkbox + upload |
| Features | Booking, payments, forms, shop, blog, languages | Checkboxes |
| Accounts | Domain registrar, hosting, Google Business Profile, analytics | Text (share access, not passwords) |
| Social | Facebook, Instagram, LinkedIn, YouTube links | URL |
| Approvals | Who approves, response time, review rounds | Text + choice |
Copy-ready intake template
- Your name, role and the best phone number.
- Who approves the design and text? (name and email)
- Business name as it should appear online.
- Address and service area (cities, regions).
- Opening hours.
- Upload your logo (SVG or high-resolution PNG).
- Brand colors (codes if you have them) and fonts.
- Which pages do you need? (checkboxes)
- Upload your text, or tick “please write it for us”.
- Upload 10–30 photos of your work, team and premises.
- Paste 3–5 customer reviews or tick “use our Google reviews”.
- Which features do you need? (checkboxes)
- Where is your domain registered? Invite us as a user.
- Do you have hosting? Invite us or tick “please host it”.
- Links to your social profiles.
- Anything we should know before we start?
Make intake painless
- Prefill what you already know from the sales call and their current website.
- One form, one link, with file uploads; no email ping-pong.
- A deadline: “Please complete within 3 working days to keep your launch date.”
- A checklist reply: confirm what's received and what's missing.
Related
- Website onboarding questionnaire for the first week after signing.
- Web design questionnaire template for goals, customers and design taste.
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Frequently asked questions
What is the difference between an intake form and a questionnaire?
A questionnaire explores goals, customers and taste. An intake form collects the practical material to start: files, content, access and approvers.
Which tool should I use for a client intake form?
Any form tool with file uploads works: Google Forms, Typeform, Jotform or Tally. Choose one the client can fill on a phone.
What if the client doesn't have content ready?
Offer copywriting as a paid add-on, or set a content deadline and move the launch date if it is missed. Put this rule in your contract.