Web Design Client Intake Form: 12 Questions to Ask Before Kickoff
A new website project can start with a short, useful conversation—or with a week of emails asking for the same missing information. A web design client intake form helps you collect the essentials before work begins: who the client is, what the website needs to do, which assets already exist, and what still needs to be provided.
The best intake form isn't the longest one. It's the one a client can actually finish, with clear questions and a specific place to upload each file.
One link, every answer in context
A structured request with file uploads, text, links, checklists, dates and colour swatches — a logo sits with the logo question, not loose in an email thread.
No account for your client
They open the link, answer the questions, upload what's needed, and that's it. Nothing to sign up for.
Automatic reminders on paid plans
On eligible paid plans, outstanding items get an automatic nudge instead of you having to remember to chase them.
What is a web design client intake form?
A web design client intake form is a structured set of questions and upload requests sent to a new website client. It gathers the information a designer or developer needs to prepare for kickoff and begin work without searching through email threads, chat messages, and shared folders.
Use an intake form to collect basic project details and assets. If you're still deciding what to quote, start with a website project questionnaire that explores scope, budget, and requirements in more detail.
A 12-question web design client intake form you can use
You can copy these questions into your own form. The field types in parentheses show a practical way to collect each answer.
Business and project basics
- 1What is your business name, and who is our main contact?Short text
Ask for the name of the business and the person who will answer questions and approve decisions. If more than one person is involved, ask the client to identify one primary contact.
- 2What does your business do, and who are your customers?Long text
Prompt: “Describe your main product or service and the audience you want the website to reach.” A plain-language answer is more useful than a polished mission statement.
- 3What is the most important action you want visitors to take?Multiple choice
Suggested options: Contact us; Request a quote; Book an appointment; Buy a product; Visit our location; Something else. The answer helps you prioritise navigation and calls to action.
- 4Do you have an existing website? If yes, what is its URL?Link
An existing site gives you context about current pages, content, and potential migration work. If there is no existing site, the client can indicate that in a separate yes/no question.
Pages and functionality
- 1Which pages do you expect the new website to have?Checklist
Suggested options: Home; About; Services; Portfolio/Projects; Testimonials; FAQ; Blog; Contact; Other. Treat this as an initial list, not a final agreement about scope.
- 2Does the website need any special functionality?Checklist
Suggested options: Booking; Online payments/store; Blog or CMS; Newsletter signup; Multilingual content; Members-only area; Third-party integrations; None; Not sure. Follow up on selected features before promising a timeline.
Branding and reference material
- 1Please upload your logo and any brand guidelines.File upload
Request the best-quality originals available. If the client has several versions, ask which one should be used on the website.
- 2What is your primary brand colour?Colour swatch
A colour field removes guesswork. Use an additional question for secondary colours, or refer to the uploaded brand guide.
- 3Share up to three websites you like—and tell us what you like about each.Long text
Ask for links plus a short explanation: layout, typography, navigation, imagery, or something else. “Make it like this” is not a useful specification on its own.
Content and timing
- 1Who will provide the website's text and images?Multiple choice
Suggested options: Our team; The designer/developer; We need help deciding. Agree on content responsibilities early; an approved design cannot be launched without the right content.
- 2Have you already arranged a domain and hosting?Multiple choice
Suggested options: Both; Domain only; Hosting only; Neither; Not sure. This identifies setup work without asking the client to share passwords.
- 3Is there a target launch date?Date
If the client has a deadline, ask what is driving it—an event, marketing campaign, or contractual commitment. Keep the date optional when the project has not yet been scheduled.
Which intake questions should be required?
Make only the information you genuinely need for the next step mandatory. For most projects, that includes a business/contact name, a brief description of the business, the website's main goal, and a primary contact.
Brand files, inspiration links, and launch dates can remain optional when a client does not have them yet. A field marked “required” cannot magically produce an asset that doesn't exist; it may simply stop the client from finishing the form. If an asset is essential, explain why and provide a way to say “Not available yet.”
When should you send the form?
Send the intake form after you've confirmed that the enquiry is a reasonable fit, but before the kickoff meeting. This gives the client time to locate their logo, identify decision-makers, and gather reference links.
- 1Confirm the enquiry is relevant and agree on the next step.
- 2Send the intake form with a short explanation of why you're requesting the information.
- 3Review the answers and note anything unclear or missing.
- 4Use the kickoff meeting to resolve decisions rather than collect basic facts again.
- 5Send a separate website content collection request when you're ready for final page copy and production assets.
A useful rule: ask for what you need now. Don't turn a short onboarding form into a 40-question strategy workshop.
A better way to request files and answers
Email works for a handful of questions, but becomes hard to track when answers, links, and attachments arrive in separate messages. A shared folder can hold files, but it doesn't explain which logo is approved or which page a photograph belongs to.
WebIntake lets you create one structured request using field types such as file uploads, text, links, checklists, dates, and colour swatches. Send the request as a link: your client can answer and upload without creating an account. On eligible paid plans, automatic reminders can help follow up on outstanding items.
The practical advantage is context. A logo is attached to the logo request; a website example sits alongside the explanation of why the client likes it; and you can see which requested items are still missing.
Weighing WebIntake against other options? See the client intake software comparison against Content Snare, Jotform, Google Forms and Dubsado.
Common mistakes to avoid
- Asking vague questions. Replace “Tell us about your brand” with “Who are your main customers, and what should they do on the website?”
- Requesting every file at once. Start with essentials; request final page copy and production-ready images at the appropriate stage.
- Treating the form as a final specification. A client may select “online store” without understanding payment providers, taxes, inventory, or shipping. Clarify scope before quoting or building.
- Asking for passwords. For hosting, analytics, domains, or website platforms, use the service's official collaborator or account-invitation process rather than collecting credentials in a form.
- Never reviewing the responses together. A form prepares the conversation; it doesn't replace communication or approval.
Frequently asked questions
Start the project with the information in one place
Your intake process doesn't need to be complicated. Ask a few focused questions, give clients a clear place to upload what you need, and use the answers to make your kickoff meeting more productive.