The best examples of client intake questionnaire examples for web developers in 2025

Real examples of client intake questionnaire examples for web developers

Let’s skip the theory and start with how this actually looks in practice. When you study examples of client intake questionnaire examples for web developers, patterns jump out:

• The best examples start with business goals, not colors or fonts.
• They separate “must‑have” requirements from “nice to have” wishes.
• They quietly protect the developer from scope creep and unpaid extra work.

Picture this: a small law firm reaches out. You send a short intake link instead of jumping on a two‑hour call. By the time you meet, you already know their practice areas, target clients, content situation, and budget range. The call becomes a strategy session, not a chaotic information grab. That’s the difference a good questionnaire makes.

Below are several real examples of how web developers structure their intake questions for different types of projects.

Example of a general website project intake questionnaire

This is the workhorse version you’d use for most small business or portfolio sites. In many examples of client intake questionnaire examples for web developers, this “general site” version is the base template everyone customizes.

You might open with a short “About your business” section:

Ask for the client’s legal business name, website (if they have one), and a one‑to‑two sentence description of what they do. Then add a question like:

“If a stranger asked what your business does in plain English, how would you explain it?”

That question forces clarity and gives you language you can reuse in headings and hero sections.

Next, move into project goals. Instead of a bland “What is the purpose of this website?”, try something more pointed:

“In the next 12 months, what would make this website a success for you? More leads, online sales, booked calls, email signups, something else?”

Encourage multiple choices, but ask them to pick a primary goal. Many of the best examples of client intake questionnaire examples for web developers do this to prevent the “everything is priority #1” problem.

Follow with questions about:

• Target audience: ages, locations, industries, and what these people are worried about or hoping for.
• Competitors: ask for 3–5 competitor URLs and what the client likes or dislikes about their sites.
• Timeline and budget: instead of “What’s your budget?”, give sensible ranges. It feels less confrontational and more realistic.

This “general” intake becomes your base. You’ll see how it evolves for specific project types below.

E‑commerce specific examples of client intake questionnaire examples for web developers

E‑commerce projects are where vague intake can wreck your schedule. When you look at examples of client intake questionnaire examples for web developers who specialize in online stores, they go far beyond “How many products do you have?”

Strong e‑commerce intake forms ask things like:

“Approximately how many SKUs will be in the store at launch, and how often will you add new products?”

“Do you need product variations (size, color, bundles) and inventory tracking?”

“Which payment processors do you currently use or plan to use (Stripe, PayPal, Square, others)?”

“Do you ship internationally? If yes, which countries, and do you already have shipping rules or carriers set up?”

They also cover policies and compliance:

“Do you already have return, shipping, and privacy policies written, or will you need help drafting or integrating them?”

This is where it helps to know that privacy laws are tightening globally. For example, the U.S. Federal Trade Commission regularly publishes guidance on online privacy and data collection practices (FTC.gov). You don’t have to be a lawyer, but your intake should flag whether the client already has legal text or expects you to supply it.

By asking these questions early, you avoid the surprise of a client saying, “Oh, we also need wholesale pricing, multi‑currency, and subscription billing,” two days before launch.

Redesign project: example of intake questions for existing sites

Redesigns can be trickier than new builds because you’re inheriting history. When reviewing examples of client intake questionnaire examples for web developers focused on redesigns, you’ll notice a strong emphasis on what’s working and what’s broken.

Useful questions include:

“What do you like about your current website, and what do you dislike?”

“Which pages currently get the most traffic or leads? Please share any analytics access you have (Google Analytics, Search Console, etc.).”

“Have you run any ads or campaigns that send traffic to specific URLs that must stay active?”

“Are there any technical issues you’re aware of (site speed, broken forms, security warnings, outdated plugins)?”

With SEO and performance more important than ever, many developers now ask about analytics from day one. Google’s documentation on Search Console and site performance is a good reference point for understanding what matters under the hood (developers.google.com/search).

This kind of intake prevents you from accidentally killing a high‑converting landing page or breaking a long‑running ad campaign.

Content and copy: examples include questions that save you weeks

Ask any experienced freelancer: content delays kill timelines. The smartest examples of client intake questionnaire examples for web developers treat content as a whole section, not an afterthought.

You might include prompts like:

“Do you already have final copy for this website, or will you be writing it during the project?”

“Will you need help with copywriting or editing? If yes, for which pages?”

“Do you have brand photography, product photos, or team photos ready in high resolution?”

“Are there any specific phrases, taglines, or brand messages that must appear on the site?”

In 2024–2025, AI‑generated content is everywhere, and search engines are paying more attention to quality and originality. It’s worth asking:

“Have you used AI tools (like ChatGPT or others) to create any of your content? If so, do you want us to review and edit it for clarity and accuracy?”

This question isn’t about judging them; it’s about setting expectations. AI‑generated copy often needs human editing to sound natural and align with brand voice, and that’s billable work.

Accessibility, privacy, and security: modern examples of intake questions

Accessibility and privacy are no longer “nice to have.” When you study updated 2024–2025 examples of client intake questionnaire examples for web developers, you’ll see more questions aimed at risk and responsibility.

For accessibility, you might ask:

“Do you have any internal requirements or policies related to accessibility (for example, aiming for WCAG 2.1 AA compliance)?”

“Will any government agencies, schools, or healthcare organizations be using this site?”

The Web Content Accessibility Guidelines (WCAG), maintained by the World Wide Web Consortium, are the main reference point here (w3.org/WAI/standards-guidelines/wcag). You don’t have to promise formal compliance unless you’re qualified, but your intake should surface whether accessibility is a priority.

On privacy and security, useful questions include:

“Will the site collect any sensitive information (health details, financial data, children’s information) through forms or accounts?”

“Do you already have a privacy policy and terms of service drafted by a legal professional?”

“Do you need user logins, membership areas, or protected content?”

If a client plans to collect health‑related information, for example, you may want to point them toward reputable health privacy resources so they can discuss legal requirements with an attorney. Organizations like the U.S. Department of Health & Human Services provide public information about health data privacy (HHS.gov).

These questions don’t turn you into a lawyer; they simply define the boundaries of your responsibility and flag when the client needs proper legal advice.

Maintenance, hosting, and long‑term support intake examples

Many web developers now package ongoing care plans. The smartest examples of client intake questionnaire examples for web developers treat maintenance as its own mini‑intake, instead of tacking it on at the end.

Helpful prompts include:

“Who currently hosts your website and domain, and do you want to keep that provider?”

“Do you have regular backups set up? If yes, how often and where are they stored?”

“Who on your team will be responsible for updating content (blog posts, product updates, news)?”

“How quickly do you expect non‑emergency updates to be completed (24 hours, 3 business days, 1 week)?”

These questions help you design realistic care plans and avoid becoming a 24/7 on‑call webmaster for the price of a single landing page.

Style, branding, and functionality: the creative side of intake

Of course, clients want to talk about how the site looks and feels. That part is fun, but it still needs structure.

In many of the best examples of client intake questionnaire examples for web developers, the style section is framed in simple, concrete terms:

“Share 3–5 websites you like. For each, tell us what you like: colors, layout, typography, photography, animations, or something else.”

“Are there any websites you strongly dislike? Why?”

“If your brand were a person, how would you describe their personality in three words?”

Then move into functionality:

“Do you need any special features: booking system, event calendar, membership area, custom forms, multi‑language support, or integrations with tools like CRM or email marketing?”

“Do you already use tools like Mailchimp, HubSpot, or Salesforce that need to connect to the site?”

By asking for specific tools and features, rather than a vague “What features do you need?”, you help clients remember things that would otherwise show up halfway through the build.

Turning these real examples into your own intake form

So how do you actually use these examples of client intake questionnaire examples for web developers without turning them into a 10‑page interrogation?

A simple approach is to create three short versions:

• A starter intake for quick projects and discovery calls. This covers business basics, goals, timeline, and budget.
• A full project intake that adds sections on content, functionality, accessibility, and integrations.
• A maintenance intake for clients coming to you with an existing site.

You can build these in tools like Google Forms, Typeform, Notion, or your CRM. The format matters less than the flow:

Start with easy, conversational questions to warm them up. Then move into money and tech once they’re already engaged. Keep optional questions clearly labeled as optional.

As you work with more clients, keep tweaking your questionnaire. Every time you think, “I wish I had known this earlier,” that’s a new question to add. Over time, your form becomes one of the best examples in your own niche—because it’s shaped by real‑world headaches you no longer want to repeat.

If you want to sharpen your client communication skills more broadly, many universities and professional organizations publish free resources on project scoping and client interviews. For instance, Harvard’s online resources on negotiation and communication skills can help you phrase intake questions more effectively (Harvard.edu).

FAQ: examples of client intake questions for web developers

What are some basic examples of client intake questions for a new website project?
Good starter examples include: “Describe your business in one or two sentences,” “Who is your ideal customer, and where do they live or work?”, “What is the primary goal of this website in the next 12 months?”, “Do you have an existing logo and brand guidelines?”, and “What is your ideal launch date and budget range?” These give you a fast snapshot before you dive deeper.

Can you give an example of an intake question that prevents scope creep?
One powerful example of a scope‑saving question is: “Are there any features or pages you might want in the future but do not need for the initial launch?” This lets you park extra ideas in a “Phase 2” bucket and price them separately, instead of watching them quietly sneak into the current project.

How many questions should I include in my intake form?
Most effective examples of client intake questionnaire examples for web developers keep the main intake to something a busy client can finish in 10–20 minutes. For complex builds (e‑commerce, membership sites), you can follow up with a second, more detailed form or a structured call. If clients consistently abandon your form halfway, it’s a sign you’re asking too much too soon.

Should I send the intake questionnaire before or after the first call?
Many developers send a short version before the first call to filter out bad fits and prepare. Then, after the call and a signed proposal, they send a fuller intake form that covers content, integrations, and technical details. When you look at real‑world examples of client intake questionnaire examples for web developers, this two‑step approach is common because it respects the client’s time while still giving you the depth you need.

Can I reuse the same intake questionnaire for every client?
You can absolutely start from a single master template, but you’ll get better results if you tweak it by project type. That’s why so many of the best examples of client intake questionnaire examples for web developers include separate sections or versions for e‑commerce, redesigns, and maintenance. Think of your master form as a menu—you pick the sections that fit each project instead of serving the entire thing every time.