Client Onboarding ·

The Complete Intake Questionnaire Checklist

What to ask new clients before their first session. Essential questions for coaches, healers, and hypnotherapists to set clients up for transformation.

The intake process sets the tone for your entire client relationship. Done well, it helps you understand your client's needs, establish trust, and tailor your approach from day one. Done poorly—or skipped entirely—it can lead to misaligned expectations, wasted sessions, and frustrated clients.

This guide provides a comprehensive intake checklist covering everything from basic contact info to deep transformational goals. Pick and choose what fits your practice style and modality.

Why Intake Matters

A thorough intake questionnaire helps you:

  • Understand the whole person: Not just their presenting problem, but their background, values, and patterns
  • Screen for fit: Identify whether you're the right practitioner for them (and vice versa)
  • Customize your approach: Tailor techniques and language to their needs and communication style
  • Build trust early: Show clients you care about understanding them deeply
  • Track progress: Establish baseline for measuring transformation over time

Pro Tip: Send Before Discovery Call

Have prospects complete intake form before your initial consultation. This saves time and lets you show up prepared with personalized insights.

The Complete Intake Checklist

1 Basic Contact & Demographics

  • Full name and preferred name/pronouns
  • Email address and phone number
  • Mailing address (if sending materials)
  • Age and date of birth
  • Occupation and employment status
  • Emergency contact (name, relationship, phone)

2 Presenting Concern & Goals

  • What brings you here right now? (Open-ended)
  • What do you hope to achieve through our work together? (Be specific)
  • How will you know when you've reached your goal? (Success indicators)
  • What have you already tried? (Previous coaches, therapists, self-help)
  • What worked and what didn't?
  • If nothing changes, what concerns you most? (Urgency/motivation)

3 Background & History

  • Current life situation: Relationship status, living situation, children
  • Significant life events (past 2 years): Losses, transitions, major changes
  • Family background: Relevant family dynamics or history
  • Spiritual/religious beliefs: Any practices that inform their worldview
  • Cultural background: Important identity factors to be aware of

4 Health & Wellness (If Relevant to Your Practice)

  • Current physical health status (any chronic conditions or pain)
  • Mental health history: Past diagnoses, current symptoms
  • Current medications or supplements
  • Substance use: Alcohol, recreational drugs (frequency/impact)
  • Sleep patterns: Quality, duration, any issues
  • Exercise/movement routine
  • Are you currently working with any healthcare providers? (Therapist, psychiatrist, primary care)

Note for coaches & non-licensed practitioners: You're gathering context, not providing medical advice. Always refer clients to licensed professionals for mental health concerns.

5 Patterns & Self-Awareness

  • What patterns do you notice in your life? (Relationships, career, self-sabotage)
  • When do you feel most like yourself?
  • When do you feel most stuck or disconnected?
  • What are your biggest strengths?
  • What recurring thoughts or beliefs hold you back?
  • How do you typically handle stress or difficult emotions?

6 Working Together Preferences

  • What kind of support do you need from me? (Accountability, compassionate listening, direct feedback)
  • How do you learn best? (Visual, auditory, kinesthetic, hands-on practice)
  • What communication style works for you? (Direct/gentle, structured/intuitive)
  • Preferred session frequency: Weekly, bi-weekly, monthly
  • Budget and package interest: Single sessions, 6-week program, ongoing

7 Logistics & Consent

  • How did you hear about me? (Referral source)
  • Best times/days for sessions
  • Preferred session format: In-person, phone, video
  • Cancellation policy acknowledgment
  • Payment terms and agreement
  • Privacy policy and consent to treatment
  • Permission to contact emergency contact if needed

Modality-Specific Questions

For Hypnotherapists

  • Have you been hypnotized before? What was your experience?
  • Any concerns or fears about hypnosis?
  • History of dissociative disorders or psychosis? (Contraindication for hypnotherapy)
  • Openness to regression work or parts therapy?

For Energy Healers & Bodyworkers

  • Experience with energy work or alternative healing?
  • Any physical areas to avoid or be gentle with?
  • Comfort level with touch (for Reiki, massage, etc.)
  • Recent surgeries or injuries?

For Life/Career Coaches

  • Current career status and satisfaction (1-10 scale)
  • Top 3 career goals for next 12 months
  • Biggest obstacles to career advancement
  • Work-life balance satisfaction
  • Financial goals and current reality

For Spiritual Guides

  • Your spiritual journey so far (brief overview)
  • Current spiritual practices (meditation, prayer, ritual)
  • What does spiritual growth mean to you?
  • Any specific traditions or teachers that resonate?

How to Deliver Your Intake Form

Digital forms are best. Use tools like:

  • SoulPath: Built-in intake forms that auto-populate client profiles
  • Google Forms: Free, simple, responses go to spreadsheet
  • Typeform: Beautiful UX, conversational flow
  • Practice management software: Many CRMs have intake functionality

Timing: Send intake form immediately after someone books their first session or discovery call. Give them 48 hours notice to complete it.

Don't Overwhelm Prospects

If your full intake is 50 questions, consider a shorter version for prospects (10-15 key questions), then deeper intake after they commit to working with you.

Reviewing Intake Responses

Once you receive a client's intake form:

  1. Review thoroughly before your first meeting (at least 24 hours before)
  2. Look for patterns, red flags, and connection points
  3. Note any questions for clarification
  4. Identify 2-3 personalized talking points to show you really read their responses
  5. Assess fit: Are you equipped to help them? Any need for referral to specialized care?

In your first session, acknowledge what they shared: "I read your intake form and was really struck by [specific detail]. Can you tell me more about that?"

Make Intake Effortless

Creating, sending, and managing intake forms shouldn't be a chore. SoulPath handles it all—customizable intake templates, automatic client profile creation, and secure storage. No more chasing down paperwork or manually entering data.

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