Coaching Intake Form Questions (With Free Downloadable Form Template)

Did you know that 65% of coaching relationships fail due to unclear expectations and poor initial communication?

The secret weapon of successful coaches isn't fancy software. In fact, it is actually pretty straightforward — a well-crafted coaching intake form

But here’s the thing—a lot of coaches find it tricky to put together a form that really works.

Maybe you’ve been there too, wondering what questions to ask or how to make the whole onboarding thing feel smooth instead of clunky.

That’s why I’ve pulled together an a set of questions you can ask that tackles those common headaches.

Whether you’re a life coach, executive coach, health coach, or business coach, I've got you covered—helping you figure out what to ask, how to keep it simple, and how to set things up so your clients are on the same page.

What is an intake form?

A coaching intake form is a form that your client gets to fill before your first coaching session so that you can better understand the needs of the client

It’s like a roadmap that helps you understand where your client is starting from and where they want to go

Figuring Out the Right Questions for Your Intake Form

Your intake form is like the first handshake with a client. It’s your chance to get to know them before the real work begins.

But you don’t want it to feel like a boring and long checklist.

The goal is to ask questions that help you understand who they are, what they’re after, and what’s hindering them.

Here’s how to make it work:

Identifying Core Information to Gather  

• Personal and Contact Details:
  
  Start simple—name, how to reach them, and a little about what they do.
  
  Are they a busy manager at a big company? A freelancer juggling a million things? Knowing this stuff helps you picture their day-to-day life.
  
  For example, if you’re coaching someone in a high-pressure job, that context can tell you a lot about the challenges they might face.

• Goals and What They’re Aiming For:
  
  Ask about the client's short-term and long-term goals.
  
  If you’re a life coach, ask about their big dreams or what they’d love their life to look like down the road.
  
  Executive coach? Maybe it’s about being a stronger leader or climbing the career ladder. Health coach? Focus on how they want to feel—stronger, calmer, more energized. Business coach? Ask about their vision for their company, like hitting a revenue goal or growing their team. Try something like, “What’s one thing you’d love to make happen in the next year?” It’s simple but gets them thinking

• What’s Holding Them Back:
  
  You need to know what’s in their way.
  
  Ask about the obstacles they’re facing—like, “What’s the toughest thing you’re dealing with right now?” or “What frustrates you most about where you are?”
  
  It shows you’re not just about the shiny goals—you care about them, and you’re there to help them tackle it.

Questions to Ask in Coaching Intake Forms

Below is a detailed list of intake form questions, organized by coaching niche.

Each niche includes questions to help coaches gather relevant information for personalized coaching.

1. Life Coaching Intake Form Questions

Life coaching focuses on personal growth, setting goals, and life transitions.

The following questions aim to understand clients' aspirations and current life situations:

• When you imagine your ideal life 5 years from now, what does it look like and how do you feel?
• What specific areas of personal growth or self-improvement do you want to focus on during our coaching sessions?
• How do you usually cope with or navigate significant changes in your life?
• What are your major objectives that you wish to achieve from coaching?
• What do you expect to achieve in life due to hiring me as your coach?
• What would you like from your coach during your sessions?
• On a scale of 1-10, how happy are you with your life right now?
• What is most important to you in your life and why?

2. Health Coaching Intake Form Questions

Health coaching focuses on improving your clients' physical and mental well-being, often addressing dietary habits, fitness, and health goals. The questions to ask include:

• What are the top 3 health goals you’d like to achieve in the next six months to a year?
• Are you currently taking any medications or supplements? If so, please list them.
• How would you describe your current dietary habits? Are there any specific dietary patterns or restrictions you follow?
• What do you expect from me, as your coach?
• Have you tried anything in the past to change your habits, health, eating, and/or your body?
• On a scale of 1-10, how do you rate your current eating/nutrition habits?
• How many hours per week do you engage in structured exercise?
• Who does most of the grocery shopping in your household?

3. Executive Coaching Intake Form Questions

Executive coaching targets leadership development and organizational impact, focusing on leadership styles and challenges. The questions are:

• Picture yourself as the leader you’ve always wanted to be. What does that look like, and how do you hope to shape your organization in the next few years?
• Have you recently received feedback from your peers, team members, or other stakeholders? If so, what were the main takeaways?
• How would you describe the way you lead your team right now? (e.g., democratic, autocratic, transformational, etc.)?
• What’s the toughest part of being a leader for you these days?
• What do you think you’re really good at as a leader, and where do you feel like you could use a little help?
• How do you handle conflict within your team?
• What do you hope your team learns or achieves while working with you?
• How do you know you’re doing a great job as a leader? Which wins tell you you’re on the right track?

4. Career Coaching Intake Form Questions

Career coaching is all about helping clients figure out their professional path—whether that’s nailing their current job or achieving career aspirations. The questions include:

• If you could fast-forward 3-5 years, what would your dream job look like?
• Can you describe your current job role, including your primary responsibilities and day-to-day activities?
• List down the skills you believe are your strongest assets in your current role or career path.
• What are your career goals?
• Are you satisfied with your current job? Why or why not?
• What are the biggest obstacles in your career progression?
• Have you considered changing careers? If so, to what?
• What have you done lately to grow professionally? (Think workshops, courses, or even books.)

5. Business Coaching Intake Form Questions

Business coaching focuses on business growth, team dynamics, and financial goals. The questions are:

• Where do you see your business in the next 3-5 years? What are the key milestones you hope to achieve along the way?
• What are the most pressing challenges your business currently faces?
• How would you describe the current dynamics within your team? Are there any evident strengths or weaknesses?
• What is your business's mission and vision?
• Who are your target customers?
• What is your competitive advantage?
• How do you plan to scale your business?
• What financial goals do you have for your business?

6. Relationship Coaching Intake Form Questions

Relationship coaching addresses dynamics in various relationships, be it with a partner, spouse, friend, or even a family member. It focuses on communication and satisfaction.

The questions include:

• What topics feel tricky to bring up with your partner/spouse/friend/family member?
• Are there any repeating patterns that you would like to see change in your relationship with your partner/spouse/friend/family member?
• Have you and your partner/spouse/friend/family member been through any major life changes in the last two years?
• What are three things you admire about your partner/spouse/friend/family member?
• What activities do you enjoy doing with your partner/spouse/friend/family member?
• How would you describe the way you communicate with your partner/spouse/friend/family member?
• What are you hoping to get out of relationship coaching?
• On a scale of 1-10, how satisfied are you with your current relationship?

7. Financial Coaching Intake Form Questions

Financial coaching helps clients take charge of their money by managing finances, focusing on goals, and spending habits.

The questions are:

• What are your primary financial goals for the next 1-5 years?
• Are there milestones such as purchasing a home, traveling, or funding a child’s education that you’re aiming for?
• Can you provide a rough idea of your monthly income, expenses, and any recurring financial obligations?
• How would you describe your spending habits? Do you consider yourself an impulsive spender, a saver, or somewhere in between?
• Do you have any debts? If so, what are they?
• What is your current savings strategy?
• How do you plan for retirement?
• Have you invested in any financial instruments?
• What is your risk tolerance when it comes to investing?

8. Academic Coaching Intake Form Questions

Academic coaching supports students in achieving their educational goals, making their studies feel less overwhelming, and improving learning styles.

The questions include:

• What are your primary academic goals for this year? Are there particular universities or courses where you’re seeking admission?
• Describe your typical study routine. How many hours do you study each day, and do you have any set routines or patterns?
• Which learning format do you find most effective: listening (auditory), seeing (visual)?
• What subjects do you find most challenging?
• How do you manage your time between studies and other activities?
• Do you have any learning disabilities or special needs?
• What are your long-term educational aspirations?
• How do you handle exam stress?

9. Leadership Coaching Intake Form Questions

Leadership coaching is about helping your clients grow as leaders and figure out how to bring out the best in their team.

The questions are:

• What does being a great leader mean to you?
• How do you get your team fired up and ready to tackle challenges?
• What leadership skills are you looking to improve?
• Can you think of a recent leadership challenge and how you handled it?
• How do you foster a positive team culture?
• What is your approach to decision-making?
• How do you handle feedback from your team?
• What are your goals for leadership development?

10. Performance Coaching Intake Form Questions

Performance coaching enhances skills for specific performances, such as in sports or arts. The questions include:

• What are your performance goals?
• How do you get ready for a big performance or competition?
• What do you feel you’re really good at, and where could you use a little help?
• How do you deal with stress or pressure before a big moment?
• What does your training schedule look like?
• Have you worked with a coach before? What was it like?
• What fires you up to do your best?
• How do you measure your progress and success?

Downloadable Form Template for Coaching Intake

Here is a downloadable coaching intake form as promised, which you can copy and edit to send to your own coaching clients

Link to coaching intake form template

Balancing Detail vs. Client Overwhelm  

Keeping the Intake Form Concise and Relevant  

Limit the form to the most important questions that will genuinely inform your coaching.

An overly long form can lead to “form fatigue.” If a question’s answer won’t change your approach, consider omitting it.  

Wherever possible, merge questions or forms to reduce workload. For instance, a health coach might combine the PAR-Q and health history into one form, and include liability terms in the same document. Fewer separate forms means fewer things for the client to fill out and sign.

As a rule of thumb, the intake should take a reasonable amount of time (e.g. 5–15 minutes) to complete.

Test-fill it yourself or have a friend do so. If it’s taking too long, trim down sections that aren’t critical.  

Avoiding Overly Intrusive or Complex Questions Early On  

Be mindful not to probe extremely sensitive areas before trust is established.

Complex or vague questions can confuse or overwhelm. Make each question straightforward.

If you include some in-depth questions, consider marking them optional.

This way, keen clients can share more, while others can skip and not feel pressured.

You’ll gather the necessary basics from everyone without overwhelming those who prefer brevity.  

Choosing the Right Digital Tools and Platforms  

User-Friendly Online Form Solutions  

- Form Builders: Use free or low-cost form builders to create your intake form. Google Forms is a popular free choice and others like JotForm, or Wufoo offer more design options.

These tools let clients fill out forms easily on any device, and you receive the responses immediately.  

- Website Integration: If you have a coaching website, embed the intake form or provide a clear link. For example, using a WordPress plugin like WPForms can integrate the form into your site.

- PDF vs. Online: Moving away from PDF or paper forms to online forms can greatly reduce friction. In short, choose a format that is simplest on the client’s end — usually a web form with a submit button beats a file they must download and send back.  

- Collecting testimonials & feedback: Apart from getting the coaching intake form questions, once you've onboarded your clients, you can also use a testimonial collection software like Famewall to collect testimonials & feedback directly from your coaching clients

Overcoming Client Resistance to Filling Out Forms  

I know that forms can feel like a hassle, but I’ve got some tricks to make it easy for your clients and get them excited to fill it out.

This isn’t just about paperwork—it’s about setting the stage for great, personalized sessions. Here’s how to overcome that resistance and simplify the intake process

Communicating the Purpose and Benefit  

Let’s be real—nobody loves filling out forms. But the coaching intake form isn’t just busywork; it’s how I figure out what makes your clients tick and how to help them best.

Tell them, “Hey, this quick form helps me tailor our sessions to you—your goals, your challenges.” When they see it’s about them, not just a formality, they’re more likely to dive in.

Let them know it’s like 5-10 minutes—super quick. Be upfront if it’s a bit longer, so they’re not caught off guard. That way, they won’t keep putting it off.

Some folks hesitate because they’re nervous about privacy. Reassure them: “This stays between us—totally confidential—and you only share what you’re comfortable with.” They can save the deeper stuff for our chats if they’d rather. It takes the pressure off and builds trust.

Making the Process Convenient and Personal  

I get it—complicated forms are a turn-off. That’s why I send a simple online coaching intake form—just click the link and type. No tricky logins or tech stress. It’s all about keeping it client-friendly and smooth.

If they’re still hesitant, offer to go through it together. Say, “We can chat through the questions on our first call—I’ll jot down your answers.” It turns a task into a conversation, and they’ll feel the personal touch. Plus, you can clear up anything confusing right then and there.

For longer forms, break it into chunks. Small sections with a progress bar (“70% done—almost there!”) make it feel doable. They won’t freak out seeing a giant list of questions. It’s all about reducing barriers and boosting that client engagement.

Following Up and Encouraging Completion  

Life happens, and forms can slip through the cracks.

A friendly nudge works wonders—send a note like, “Hey, just a heads-up to fill out the coaching intake form before our session on [date].

It’ll help us hit the ground running!” Keep it light, not pushy, and they’ll appreciate the reminder.

When they do finish it, give them a shout-out. A quick “Thanks for getting that to me—it’s awesome to see where you’re coming from!” makes them feel good.

It shows their effort matters and motivates them for what’s ahead.

Conclusion 

By addressing each of the pain points above, you’ll create a coaching intake form and onboarding process that not only gathers the information you need, but also enhances the client’s experience. From asking the right questions in the right way to using the best tools and practices, these steps ensure your client feels supported from the very start.  

Remember, the intake form is often one of the first formal interactions a client has with your coaching service.

A well-thought-out form that is clear, concise, and client-centered sends a message that you are professional, prepared, and truly interested in them. This builds trust early on and sets the tone for your coaching engagement.   

Lastly, keep in mind that your intake process might evolve as your coaching practice grows or changes focus. Revisit your intake form periodically (for instance, every year or whenever you niche down or expand services) to ensure it still aligns with the information you need and addresses any new challenges you've encountered.

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