Client Onboarding Form Template
Create a systematic onboarding process that collects all necessary information from new clients before project kickoff.
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What is a Client Onboarding Form?
A client onboarding form is a structured tool that gathers essential information from new clients to ensure smooth project launches. It replaces scattered emails and phone calls with a single comprehensive questionnaire that your team uses to set up accounts, understand goals, and establish expectations.
Effective onboarding forms collect company information, key decision-makers, project objectives, budget, timeline, and communication preferences. This information allows your team to start projects aligned with client needs and reduces back-and-forth setup conversations.
Well-designed onboarding sets the tone for successful client relationships. It shows professionalism, demonstrates you're organized, and prevents misaligned expectations that commonly lead to scope creep and client dissatisfaction.
Key Features
Company Profile Collection
Gather legal name, industry, size, and key company information
Multiple Contact Roles
Identify primary contact, decision-makers, and technical contacts
Project Goals Documentation
Capture specific objectives and success metrics upfront
Timeline & Milestone Tracking
Understand project deadlines and key milestones
Budget Alignment
Document budget, payment terms, and cost structure
Communication Preferences
Capture preferred communication channels and meeting schedules
Why Use This Template?
Faster Project Kickoff
All setup information ready means projects start immediately with no delays
Aligned Expectations
Documented goals prevent scope creep and expectation mismatches
Better Client Relationships
Systematic onboarding shows professionalism and builds confidence
Reduced Churn
Clear expectations and aligned goals reduce early-stage client dissatisfaction
What's Included in This Template
Company Name
textLegal entity for contracts and invoicing
Industry
selectHelps team understand business context and compliance needs
Company Size
selectIndicates scope of work and organizational complexity
Primary Contact Name
textMain point of contact for project communication
Primary Contact Email
emailEmail for project communications
Secondary Contacts
textareaAdditional stakeholders and decision-makers
Project Goals
textareaClearly document what client wants to achieve
Timeline
selectUnderstand project deadline and urgency
Budget
selectSet expectations around cost and payment
Communication Preference
selectEmail, phone, or video - respect client preference
I Agree to Terms
checkboxDigital acceptance of engagement terms
Perfect For
Marketing Agencies
Collect campaign goals, brand guidelines, and stakeholder information
Consulting Firms
Document client challenges, objectives, and organizational structure
Design & Development
Gather project requirements, design preferences, and technical specifications
Professional Services
Streamline setup for accounting, legal, and HR service engagements
Frequently Asked Questions
When should I send the onboarding form?
Send immediately after contract signing, before the kickoff meeting. This gives you time to review responses and plan the kickoff accordingly.
Should onboarding forms be required?
Make all fields required to ensure you get complete information. Incomplete onboarding often leads to project delays and misaligned expectations.
What should happen after form submission?
Review responses within 24 hours, schedule kickoff meeting, assign project team, and set up project management system. Send client confirmation of next steps.
How do I handle clients who don't complete the form?
Follow up within 48 hours. If unresponsive, delay project start until complete. Don't let projects start with incomplete information - it leads to problems.
Should I collect payment information on the onboarding form?
Collect payment terms and preferred method, but secure payment information separately. Use secure payment gateways rather than storing payment details in form responses.
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