The purpose of a client intake form
A client intake form gives you a structured overview before coaching begins. It should collect enough information to prepare for the client while staying clear and easy to complete.
Core sections to include
- Personal and contact information: name, contact details and basic administrative information.
- Goals: what the client wants to achieve and why those goals matter.
- Training background: previous exercise experience, current activity and preferences.
- Lifestyle: daily routine, work demands, sleep and general habits that may affect coaching.
- Nutrition context: current eating patterns and practical preferences when nutrition coaching is part of the service.
- Progress and communication: preferred check-in rhythm and how progress will be reviewed.
Keep it practical: Only ask for information you genuinely need to deliver or administer the service.
Separate intake from ongoing check-ins
The initial intake form should capture the starting point. Weekly or periodic check-in forms should then focus on what has changed: adherence, wins, challenges, feedback and next steps.
Use a consistent format
A standardized form makes it easier to compare clients, prepare sessions and maintain a professional client record. Editable templates also let you adapt wording and branding to your own coaching business.