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A simple guide to creating coaching business intake forms

30 June, 2023 · 5 min read·Client intake
A simple guide to creating coaching business intake forms
Learn how to create coaching intake forms that efficiently collect essential client information with our simple guide. Streamline your coaching business and improve client onboarding today!

Are you a coach looking to optimize your services? One of the key factors in creating an effective coaching business is having the right intake forms. Intake forms are used to gather information from clients before coaching sessions. They not only help you better understand your clients’ needs but also facilitate the coaching process itself. 

By gathering information about your clients’ experiences, goals, and challenges, you can better tailor your coaching sessions to their individual needs. Effective intake forms also create a foundation for a productive and effective coaching relationship. 

In this blog post, we’ll provide you with a simple guide to creating effective coaching intake forms. We’ll discuss the importance of intake questions, provide tips for creating the forms, and offer templates and resources you can use to get started right away. With this blog post, you'll be able to create powerful coaching intake forms and elevate your coaching services to the next level.

Coaching intake form

Coaching business intake forms are an essential part of a coach’s practice. They provide a structure for coaches to collect necessary information about their clients, understand their goals and expectations, and evaluate the effectiveness of their coaching. They also usually provide the coach's contact details to make it more convenient for clients to reach them.

The benefits of using a life coach intake form

The use of coaching forms provides several benefits for coaches and clients. Firstly, intake forms allow the professional life coach to gain a deeper understanding of their client’s background, history, goals, and expectations before beginning coaching sessions. This information is valuable in creating effective coaching strategies for the client.

Secondly, intake forms can help build trust and rapport between the coach and their client, as clients feel heard and understood when they fill in the forms. Thirdly, intake forms help coaches evaluate the effectiveness of their coaching, which is pivotal for improvement and growth in their practice.

How a life coaching intake form can improve coaching outcomes

Intake forms can significantly improve coaching outcomes for both the coach and their clients. By taking the time to gather information about their clients, coaches can better understand the client’s needs, goals, and expectations, thus tailoring coaching sessions to those requirements. This understanding helps the coach set realistic goals and create actionable plans that focus on outcomes; this approach ensures that coaching sessions are practical, efficient, and beneficial for both parties.

Factors to consider when creating quality intake forms

When creating coaching intake forms, it is essential to consider certain factors. These include making the forms easy to understand and complete, selecting relevant questions, limiting the number of questions to avoid overwhelming the clients, and ensuring that the forms align with the goals of the coaching process. An effective intake form should not only serve the client's needs but also the coach's requirements, thereby allowing for effective collaboration during coaching sessions.

Understanding intake questions

Intake questions are fundamental to the success of any coaching program. As a coach, your goal is to help your clients identify their goals and challenges. You also need to provide them with the necessary guidance and support to achieve their desired outcomes. To effectively achieve those goals, you must clearly understand your client's background, needs, and expectations.

The importance of intake questions

Intake questions serve as the foundation of any coaching relationship. These questions help you gather information about your client's current situation. Through these questions, you’ll know their goals and challenges. They help you get to know the client. They help you establish trust and rapport. Plus, they enable you to build crucial data that will help you tailor your coaching sessions to meet their specific needs.

Examples of common intake questions

There is no one-size-fits-all solution to creating intake questions. The questions should be customized according to the type of coaching you provide. They should be tailored based on your client’s needs. For instance, if you are a life coach, some common intake questions might include questions about family, relationships, career aspirations, and personal values. Or you may be a health coach. Then questions related to diet, exercise routines, and stress levels would be more pertinent.

Tips for crafting intake questions

Creating effective intake questions requires a delicate balance between being specific and open-ended. Specific questions help you gather meaningful insights and achieve your coaching goals, while open-ended questions encourage clients to share their personal stories and experiences.

To craft effective intake questions, start by identifying the goals of your coaching program, and tailor the questions to meet those objectives. Be sure to ask follow-up questions to clarify your client's answers. Avoid using jargon or complex terms that might be confusing to your clients. With a little planning and thought, you can create a set of effective intake questions. And this will help you build a solid foundation for your coaching program and provide the best possible experience for your clients.

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Creating effective coaching forms

Coaching forms are essential tools for coaches to gather necessary information about their clients, track progress, and evaluate their success. However, creating effective coaching forms is not an easy task. Here are some tips and best practices to help you create coaching forms that work.

Clarify your goals

Before creating your coaching forms, you need to clarify your goals. What do you want to achieve? Do you want to assess your clients' needs, track their progress, or evaluate their satisfaction with the coaching process? Knowing your goals ensures that your forms are relevant and effective.

Keep it simple

Simplicity is key when creating coaching forms. Avoid using complex and technical language that can confuse your clients. Use simple and clear language. Also, make sure to structure your forms logically and intuitively to make it easy for clients to complete them.

Use relevant questions

When creating coaching forms, use questions that are relevant to your coaching niche and address the specific needs of your clients. Let’s say you are a career coach. Then you might want to ask questions about your clients' career goals, strengths, weaknesses, and barriers. Or you could be a life coach. Then you might want to ask questions related to your clients' lifestyle, relationships, health, and personal growth.

Incorporate feedback

Finally, it is essential to incorporate feedback from your clients to improve your coaching forms continually. Ask for their opinions, suggestions, and comments on the forms you use, and use their feedback to update and enhance your forms. This not only helps you create better forms but also shows that you value your clients' input and are committed to providing them with the best coaching experience possible.

Creating effective coaching forms takes time, effort, and creativity, but it is worth it. By following these tips and best practices, you can create coaching forms that are relevant, effective, and user-friendly. You can create forms that help you provide your clients with the best coaching experience possible.

Templates and resources

Creating coaching forms from scratch can be time-consuming, especially for new coaches. Fortunately, there are many templates and resources available online.

Types of templates

There are different types of coaching templates available, including life coaching templates, mindset coaching templates, and health coach intake forms, to name a few. Each template has its own unique set of questions to ask clients and various sections to include. These templates not only save time but also ensure a standardized approach to gathering client information.

Where to find templates

The internet is awash with free and paid coaching templates and resources. You can find these templates on coaching websites, social media platforms, and even design marketplaces. Check out online coaching forums and communities to get suggestions from experienced coaches on the best places to source your templates.

How to use templates

Using templates is a simple process. Most templates come in Word or PDF format, so you can download or print them out. Once you’ve found a template that suits your needs, you can customize it by adding your branding elements, tweaking questions to suit your practice, and modifying sections that aren’t relevant to your business.

Free life coaching workbook PDF

A free life coaching workbook PDF can be a great resource for coaches looking to create their own intake forms. The workbook contains valuable insights and tips on how to identify client needs and goals, and it helps coaches create effective questions to ask during intake sessions. This resource, equipped with effective exercises, activities, and insights, can significantly enhance the quality of intake forms.

Using coaching forms in practice

Now that you have created effective coaching forms and tailored them to your specific needs, it's time to use them in practice. Here are some tips for effectively incorporating your coaching forms into your coaching sessions.

Administrative logistics

First, ensure that you have all the necessary equipment and materials to bring your coaching forms to your session. This includes a clipboard or folder to hold the forms, a pen or pencil, and any other necessary equipment.

Introducing the forms

Next, introduce the forms to your clients and explain their purpose and how they will be used. This will help your clients understand the importance of the forms. And they’ll better understand why they are necessary for their coaching experience.

Facilitating the process

During the coaching session, take your clients through the forms in an organized manner. This may involve going through each section and asking clarifying questions, as well as taking notes and tracking progress over time.


As a final step, review the forms with your clients and provide feedback and next steps based on the information gathered. This will help your clients to stay on track and motivated as they work toward their goals.

By incorporating these tips and strategies, you can effectively use your coaching forms to maximize the benefits of your coaching sessions and provide valuable insights for both you and your clients.

Conclusion and next steps

Now that you have learned about the benefits and best practices for creating effective coaching intake forms, it's time to put your knowledge into practice.

Step 1: Choose the right template

Choose a template that aligns with your coaching niche and goals. There are plenty of resources available for free life coaching templates, mindset coaching templates, and health coach intake forms. Don't be afraid to customize the template to fit your unique coaching approach.

Step 2: Create effective intake questions

Take the time to carefully craft your intake questions. Your questions should gather the information you need to understand your client's goals, needs, and motivations. Use open-ended questions to encourage prospective clients to share their thoughts and feelings freely.

Step 3: Use the life coaching intake forms during your coaching session

Integrate the coaching intake forms into your coaching sessions. Use them to set expectations, guide the conversation, and open up opportunities for deeper insights. Keep your clients engaged by making the forms easy to use and accessible.

Step 4: Evaluate and adjust as needed

Periodically evaluate the effectiveness of your coaching forms and adjust them as needed. Listen to feedback from your clients and use it to make improvements. Over time, your intake forms will become an integral part of your coaching process.

Create coaching business intake forms with B12

Creating coaching intake forms is a simple but powerful way to enhance the quality of your coaching practice. So why wait? Start creating your coaching forms today with B12 and take your coaching practice to the next level.

Make a great first impression on a prospective life coaching client using B12’s client intake formsand an optimized B12 website that includes scheduling, payments, contracts, and more. Create your intake forms complete with your branding and qualify prospects for your convenience. Get started today.

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