A well-built intake form saves hours of back-and-forth, reduces errors, and makes you look like a pro from day one.
When starting your tax preparation business, one of the most overlooked tools is also one of the most essential: your client intake form.
This form not only sets the tone for your client relationship—it helps you gather all the critical information upfront, reduce errors, and stay compliant. Whether you’re meeting with a client in person, over the phone, or through a virtual portal, a well-designed intake form ensures you don’t miss anything.
Here’s how to build one that works.
Why an Intake Form Matters
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Efficiency: You collect needed documents and data before the appointment starts.
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Compliance: Helps you stay aligned with IRS requirements and reduce audit risk.
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Professionalism: Demonstrates a structured and thorough approach to clients.
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Accuracy: Reduces back-and-forth emails and errors in returns.
Core Sections to Include
1. Basic Personal Information
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Full legal name
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Social Security number
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Date of birth
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Contact information (email, phone, address)
2. Filing Status & Dependents
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Marital status and filing preference
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List of dependents with names, birthdates, and SSNs
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Dependent care provider info (if applicable)
3. Income Sources
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W-2s and employer details
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1099 forms (freelance, retirement, investments)
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Rental income or business income
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Alimony, unemployment, or Social Security benefits
4. Deductions & Credits
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Education expenses
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Student loan interest
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Childcare expenses
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Charitable contributions
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Medical expenses
5. Banking Info for Refunds
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Routing and account numbers for direct deposit
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Consent to e-file and receive refund electronically
6. Identification & Prior Returns
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Photo ID (driver’s license, passport)
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Copy of last year’s tax return (if switching preparers)
7. Consent and Disclosures
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A section where the client acknowledges accuracy
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Data privacy disclosure
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Optional: consent for text/email reminders
Tips for Building Your Form
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Digital is better: Tools like JotForm, Google Forms, or client portals allow paperless intake.
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Use conditional logic: For example, only show 1099 sections if the client checks “self-employed.”
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Test for clarity: Share the form with a friend or colleague to see if anything is confusing.
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Update annually: Laws and client needs change—keep your form current.
Optional Additions to Boost Professionalism
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“How did you hear about us?” (marketing insights)
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Preferred appointment times
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Checklist of documents to bring
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E-signature field
Bonus Resource
Want a head start? The IRS Form 13614-C is the official intake/interview form used by VITA volunteers. It’s a great template to model your own form after.
Final Thoughts
The client intake form might not be the flashiest part of your business, but it’s one of the most powerful. Get it right, and you’ll save time, reduce errors, and set the stage for a successful filing season.
As your client list grows, your form becomes a critical part of your workflow—so build it with the same care you’d give to preparing a return.
