Practical examples of client intake form examples for freelance writers

Real-world examples of client intake form examples for freelance writers

Let’s skip the theory and go straight into real examples of client intake form examples for freelance writers. You can copy these question sets directly into Google Forms, Typeform, Notion, or your favorite CRM.

Think of these as starting points. You’ll probably mix and match pieces from each example of intake form to create one that fits your niche and personality.

Example 1: Simple one-page intake form for new blog clients

This is the kind of intake form you send when a client says, “We need blog posts, how do we get started?” It’s short enough that busy marketing managers will actually fill it out, but detailed enough to keep you from guessing.

Key sections you might include:

Basic client details
Instead of just name and email, ask:

• Company name and website
• Primary contact person and role
• Time zone and preferred communication method (email, Slack, Zoom)

This alone reduces scheduling headaches and slow replies.

Project overview
Use open-ended prompts like:

• “What kind of content are you looking for? (blog posts, thought leadership, SEO content, newsletters, etc.)”
• “Why are you investing in content right now?”

That second question is pure gold. It tells you if they care about rankings, brand authority, leads, or just “we need something on the blog.”

Audience and voice
Good examples of client intake form examples for freelance writers always include something about audience and tone. For instance:

• “Who is your primary audience? Please describe them in 2–3 sentences.”
• “How would you describe your brand voice? (e.g., professional, casual, witty, bold, friendly)”
• “Please share 2–3 links to content you like (your own or others) and tell me what you like about it.”

Those links give you an instant style benchmark.

Logistics and budget
To avoid awkward money conversations later:

• “What is your approximate budget for this project or per article?”
• “What is your ideal timeline or publishing schedule?”

You’ll immediately see if they’re thinking \(50 blog posts or \)500+ strategic content.

Example 2: Detailed intake form for ongoing retainer clients

Retainer clients need a deeper intake. You’re not just writing one-off pieces; you’re becoming part of their long-term content engine.

Here’s an example of how you might structure a more in-depth intake form:

Business and goals

• “In one paragraph, describe what your business does and who you serve.”
• “What are your top 3 business priorities over the next 6–12 months?”
• “How will you measure success from working together? (e.g., organic traffic, leads, sales, brand awareness, thought leadership)”

This aligns your writing with metrics they actually care about.

Content strategy and history
Examples of client intake form examples for freelance writers aimed at strategy work should ask:

• “Do you currently have a content strategy or content calendar? If yes, please describe or attach a link.”
• “What has worked well in your content so far?”
• “What has not worked or felt like a waste of time?”

You don’t want to repeat what already failed.

Workflow and approvals
This is where many projects fall apart, so build it into the intake form:

• “Who will be responsible for reviewing and approving content?”
• “How many rounds of revisions are typically required internally?”
• “What is your typical turnaround time for feedback?”

These questions quietly set the stage for your contract terms and boundaries.

SEO and technical details
For 2024–2025, more clients expect writers to understand SEO basics. Your intake form might include:

• “Do you have an SEO strategy or keyword list? If yes, please share.”
• “Which SEO tools do you currently use? (e.g., Google Search Console, Semrush, Ahrefs)”
• “Do you have a style guide or on-page SEO guidelines I should follow?”

Even if they answer “no” to all of this, you’ve just opened the door to upsell strategy services.

Example 3: Niche intake form for B2B SaaS or technical writing

Some of the best examples of client intake form examples for freelance writers are niche-specific. B2B SaaS, fintech, health tech, and other technical fields need deeper context so you don’t drown in jargon later.

Here’s how a B2B SaaS intake form might look:

Product clarity

• “Describe your product in one sentence for a non-technical reader.”
• “Describe your product in one sentence for a technical buyer.”
• “What problem does your product solve, and what happens if customers ignore that problem?”

That last question helps you write sharper pain points and value props.

Buyer journey

• “Who makes the buying decision? (job titles, departments)”
• “What objections do prospects usually have before buying?”
• “What content has helped close deals in the past? (case studies, comparison pages, white papers, etc.)”

Compliance and accuracy
For technical or regulated industries, add:

• “Are there any compliance or legal guidelines I must follow?”
• “Who is responsible for fact-checking technical details?”

If you write in health or medical spaces, you might point clients toward evidence-based standards similar to those described by organizations like the National Institutes of Health or Mayo Clinic, and ask them to share their preferred reference sources.

Example 4: Brand voice and storytelling intake for ghostwriting

If you do ghostwriting for founders, executives, or influencers, your intake form has one main job: capture their voice.

Here’s an example of a ghostwriting-focused intake form:

Personal background

• “Share a short bio (or paste a current bio) that you feel represents you well.”
• “What topics do you want to be known for over the next 2–3 years?”

Voice and personality

• “How do you want readers to feel after reading your content?”
• “Which public figures’ writing or speaking style do you admire, and why?”
• “Are there any phrases, stories, or opinions that are ‘very you’ and should show up often?”

Boundaries and no-go zones

• “Are there any topics or opinions you do NOT want to associate with your name?”
• “Are there legal, company, or PR limitations on what we can say?”

Real examples of client intake form examples for freelance writers in ghostwriting often include a place to upload voice samples: podcast interviews, recorded talks, or previous articles. That lets you capture their rhythm and phrasing more accurately.

Example 5: Discovery call intake form for leads from your website

Sometimes you don’t want a full intake form before you’ve even spoken to someone. You just want enough info to decide if a discovery call is worth your time.

Here’s an example of a lightweight pre-call form:

Basic info and fit check

• “What type of writing support are you looking for right now?”
• “Have you worked with freelance writers before?” (Yes/No)
• “What prompted you to reach out now?”

Budget and urgency

• “Do you have a budget range in mind for this project or ongoing support?”
• “What is your ideal start date?”

Decision-making

• “Who will be involved in approving this project and budget?”

This kind of form keeps things simple but still screens out people who expect five articles by tomorrow for $100.

Example 6: Intake form for content strategy + writing packages

If you offer strategy plus writing (content audits, roadmaps, keyword research), your intake form should surface higher-level information.

Here’s an example of how that might look:

Current content ecosystem

• “Where do you currently publish content? (blog, LinkedIn, YouTube, email, etc.)”
• “How often do you publish now, and how often would you like to publish?”

Data and analytics

• “Do you track content performance? If yes, which metrics matter most to you?”
• “Can you grant access to tools like Google Analytics or Search Console?”

You can optionally reference public guidance on analytics and digital strategy from sources like Digital.gov to show you take data seriously.

Content gaps and opportunities

• “What topics do you wish you had content for but don’t yet?”
• “Which competitors are doing content well, in your opinion?”

By the time someone finishes this intake form, you’ll have everything you need to create a content roadmap and a quote that reflects the strategic value you’re providing.

Example 7: Red-flag and boundary-focused intake form

Here’s a less obvious example of client intake form examples for freelance writers: a version that quietly protects your time and sanity.

You can weave in questions like:

• “Have you worked with freelance writers before? If yes, what worked well and what didn’t?”
• “How do you prefer to handle scope changes or new ideas that come up mid-project?”
• “What is your typical response time for emails or messages during a project?”

Their answers will tell you a lot. If someone says, “We expect same-day responses, including weekends,” that’s your cue to either set clear boundaries or walk away.

You can also ask:

• “Is there anything about working with you or your team that you think I should know upfront?”

Some of the best examples of client intake form examples for freelance writers are the ones that gently surface potential friction before you sign a contract.

2024–2025 trends to bake into your client intake forms

Client expectations around freelance writing are shifting. Updating your intake form for 2024–2025 keeps you looking current and professional.

AI and tools transparency
Many clients now ask whether writers use AI tools. Instead of waiting for the question, add it to your intake form:

• “Do you have a policy on the use of AI tools (for research, outlines, or drafts) in content creation?”
• “Do you require human-only drafting for compliance or brand reasons?”

You can then match your workflow to their comfort level and industry standards.

Source quality and fact-checking
With misinformation concerns rising, especially in health, finance, and education, it’s smart to ask:

• “Do you have preferred sources or databases I should rely on?”
• “What is your internal process for fact-checking and legal review?”

For health-related content, you might mention that you prioritize evidence-based references similar to those used by Harvard Medical School or Mayo Clinic, and ask if they have internal equivalents.

Diversity, equity, and inclusion (DEI) considerations
More brands now care about inclusive language and representation. Your intake form might include:

• “Do you have DEI or inclusive language guidelines I should follow?”
• “Are there terms or phrases your brand avoids for ethical or cultural reasons?”

This signals professionalism and protects both you and the client.

How to customize these examples of client intake form examples for freelance writers

You don’t need a dozen different forms. Most freelance writers can get by with one main intake form and one shorter pre-call version.

Here’s a simple way to adapt the examples above:

Start with your core questions
Grab questions from the simple blog client form (Example 1) and the retainer form (Example 2). Those cover basics, goals, audience, voice, and logistics.

Layer in niche questions
If you’re in B2B, pull from the SaaS example. If you ghostwrite, add the voice and storytelling questions. If you do strategy, bring in analytics and content ecosystem questions.

Add your boundaries
Use the red-flag questions to filter out clients who don’t respect timelines, budgets, or process. This is where the real power of these examples of client intake form examples for freelance writers shows up: you’re not just gathering info, you’re shaping the relationship.

Keep it human and conversational
Your intake form is part of your brand. Write questions like a human, not like a corporate survey. Instead of “Please specify your content requirements,” try “Tell me about the kind of content support you’re looking for right now.”

FAQ about client intake form examples for freelance writers

What are some examples of questions to always include in a freelance writer intake form?
At minimum, you want questions about the client’s business, goals, target audience, preferred tone/voice, budget, timeline, and who approves the work. Most of the examples of client intake form examples for freelance writers in this article include those core elements, plus optional niche questions.

Can you share an example of a very short intake form for quick projects?
Yes. A short version might ask: basic contact info, type of content needed, 2–3 links that show the desired style, budget range, and deadline. You can use this for test projects or one-off blog posts where you don’t need a full strategy download.

How long should a client intake form be for freelance writers?
For one-off projects, many writers keep it to a 5–10 minute form. For retainers or strategy-heavy work, 15–20 minutes is reasonable. The best examples of client intake form examples for freelance writers respect the client’s time while still collecting enough detail to price and scope accurately.

Should I send the intake form before or after the discovery call?
For higher-ticket work, many writers send a short pre-call form, then a more detailed intake form after the client agrees to move forward. For smaller projects, you can send one well-structured intake form right after the client says they’re interested.

Do I need different intake forms for different services?
Not always. You can create one core intake form with optional sections. For example, one section for blog content, another for email marketing, another for ghostwriting. Clients only fill out the parts that apply. The examples of client intake form examples for freelance writers above are meant to be mixed and matched this way.

If you treat these as living documents and keep refining your questions after each project, your intake forms will quietly become one of your best business tools. They’ll help you spot red flags, quote confidently, and start every project with less guesswork and more clarity.