What to ask clients before their first appointment with Acuity Scheduling

When a new client books their first appointment, you’ve got a time on the calendar, but you may not know what they want, their past experiences, or how to prepare. A client intake form solves this. It’s a short set of questions clients answer before they arrive, giving you everything you need to walk into the appointment ready.

You might call it a consultation form, intake form, or client questionnaire. The name varies by business, but the goal is the same: understand client expectations and prepare ahead of time.

This guide explains what to ask, how to customize questions for your services, and how to collect answers without making booking feel tedious.

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Which questions should you ask before the appointment vs. in person

Not every question belongs on a form. Some answers help you prepare, while others are better handled face to face, where you can discuss details directly with the client.

As a rule: ask beforehand if the answer affects service type, appointment length, provider choice, or preparation. Save anything that needs a visual assessment or longer conversation for the appointment itself.

Ask these questions in advance:

• Goals for the appointment
• Relevant service history
• Preferences and things they’d like to avoid
• Reference photos

Save these for the in-person visit:

• Anything requiring a visual or physical assessment
• Recommendations based on that assessment
• Questions better suited for a two-way discussion

Avoid repeating questions asked during booking. Asking the same thing twice makes the form feel needlessly long, frustrating clients before their appointment.

Core questions for every new client

Some questions are useful across most appointment-based services. They provide a foundation to build on and help you learn the essentials.

Here are four questions to start with:

• What do you hope to achieve at this appointment?
• Have you had this service before?
• What have you liked or disliked in the past?
• Is there anything you’d like us to know, avoid, or discuss?

These questions cover the client’s goals, experience, preferences, and concerns. When they’re answered before the appointment, you can skip the warm-up and dive right into what matters.

How to tailor questions for your type of service

The core questions are a starting point. To make your form more effective, adapt it to your business. Relevant details will vary depending on the service you offer, so ask questions specific to your work.

Hair and barbering

For haircuts, color, or barbering, focus on the client’s current hair and their goals. Ask about color history, their daily routine, the style they want, and reference photos. These details help you plan the service and set clear expectations.

Nails, lashes, and brows

For nails, lashes, or brows, ask about previous services, the current condition of their nails or hair, their preferred style, and any sensitivities. A few targeted questions ensure you choose the right products and avoid surprises.

Skincare, waxing, and spa services

For skincare, waxing, and spa treatments, ask about the client’s routine, past treatments, goals, concerns, and any sensitivities. This gives you a full picture before making recommendations and ensures a safe, comfortable appointment.

Other appointment-based services

The same principles work across industries. Coaches, consultants, trainers, and tutors can ask about goals, relevant background, current challenges, and preferences. For example, a personal trainer might ask about past injuries and fitness goals. A business coach might ask what the client wants to work on. Adjust the wording to fit your work, but keep the intent consistent.

Including waivers and terms in your form

Many businesses use intake forms not just for gathering client information, but also for formalities like waivers and terms of service. Including these elements upfront can help set clear expectations and protect your business.

Here’s what to consider:

• Service terms: Outline your cancellation policy, late arrival rules, or other key terms clients should be aware of.
• Liability waivers: For services like fitness training, spa treatments, or waxing, include a waiver that explains risks and ensures clients acknowledge them.
• Consent forms: For certain procedures, especially those involving minors or sensitive areas, include consent documentation for clients to sign.

When adding these sections, make the language clear and easy to understand. Use simple terms, avoid dense legalese, and ensure clients can review and agree without hassle.

Sample client intake form

Here’s a simple form you can customize for your business. It works for beauty consultations and other service types. Keep it brief, and clearly mark required vs. optional questions.

That last question is always worth including. It often surfaces details you didn’t think to ask but make a big difference.

How to create and send a client intake form

A good form integrates seamlessly into the booking process. The goal is to gather the information you need without creating extra friction.

Compare your delivery options:

• Paper forms in the waiting room require printing and create time gaps.
• PDF forms clients print and scan create extra steps, lowering completion rates.
• Standalone forms work but don’t connect to your calendar or booking details.
• Built-in intake forms link responses to the right appointment automatically.

Acuity streamlines all of this. You can attach intake forms to services so clients get the right questions after booking. Responses are tied to the appointment and easy to review.

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How to make your form easier to complete

A form should feel like preparation for the appointment, not extra paperwork. Small adjustments can improve completion rates and the usefulness of responses.

Keep it simple:

• Use clear, direct language for all questions.
• Make only essential questions required.
• Show clients only questions relevant to their booked service.
• Ensure the form is mobile-friendly, as most clients will complete it on their phones.

How to use client intake form responses before an appointment

Collecting answers is only useful if you review them. Before the appointment, take time to:

• Confirm the client booked the right service and enough time.
• Reach out if you need clarification on an answer.
• Prepare the tools, products, or notes you’ll need.

Use the answers to get a head start, but remember, the in-person consultation is the final step. Let the answers guide your preparation, then rely on the conversation to fill in the rest.

Make every new client appointment seamless

A client intake form helps turn first appointments into smooth, professional experiences. Ask the right questions ahead of time, tailor them to your services, and build them into your booking process so you’re prepared before every client walks in.

Start with the sample form above and adjust it to fit your business. Acuity Scheduling makes it easy to add intake forms to your booking flow, automate follow-up emails, and collect payments through Square. 

Try Acuity Scheduling free for 7 days and see how much smoother your appointments can run.

FAQs

Can clients update an intake form after submitting it?

Yes, in Acuity Scheduling you can use your global scheduling limits to set when/ if clients can edit their intake form answers. To allow clients to edit their form responses, update your scheduling limits to let clients edit their forms after they book.Once enabled, clients can change their answers by clicking Change/Cancel Appointment in their confirmation email, then selecting Edit Info on the confirmation page.

Can you send an intake form after a client has already booked?

No, at this time you cannot send an intake form after a client has already booked. Forms must be filled out at booking.

Can you view a client’s past intake form responses?

Your client’s form responses appear time- and date-stamped in the appointment details. If the client had previously filled out the form, their original answers will appear in the appointment details until they submit the form again. If they submit the form again, but leave some fields blank, the previous answers will remain and will be labeled Previously Answered.

Can intake forms be used for returning clients?

To show separate forms to new and returning clients on Acuity Scheduling, create two different appointment types, one specifically for new clients, and one specifically for returning clients then connect the appropriate forms.