When you think of starting therapy you might visualize that first meeting with your therapist, but when I started my own therapy practice I quickly realized that the work begins with therapy intake forms. If there’s one thing that’s made my life so much easier as a therapist, it’s having a well-organized client intake packet. It helps to set the stage for a smooth, ethical, and productive therapeutic relationship.

Let’s be honest: paperwork isn’t the fun part of being a therapist. No one got into this field because they love forms and policies. But trust me having solid therapy intake forms is one of the best investments you can make in your practice.

A well-thought-out intake packet does more than just check legal boxes. It helps you:

• Set clear expectations from day one
• Protect your practice legally and ethically
• Create a welcoming and structured experience for clients
• Gather the information you need to provide the best care

Whether you’re a seasoned therapist looking to refine your process or just starting out, I want to share why having a comprehensive client intake packet is important and a practice game-changer.

What is a Client Intake Packet?

Your client intake packet is the first real introduction a client has to working with you! It includes all the essential documents they need to complete before therapy begins. Things such as your informed consent for psychotherapy, policies, and basic client information. I have found through years of practice that having a structured process:

• Reduces client anxiety by making expectations clear
• Establishes transparency about confidentiality, fees, and boundaries
• Creates opportunity to gather important information before starting

As therapists there are so many factors we have to consider from clinical, legal, and ethical perspectives. Why not make that process as streamlined as possible?!

What Should Be Included in a Client Intake Packet?

Every therapy practice is a little different based on populations treated or types of therapeutic services offered. Let’s talk about the essential therapy intake forms I always recommend including. Buckle up. 

1. Client Intake Checklist

Ever had that “Wait, did I send them everything?!” moment? A client intake checklist makes sure both you and your client know exactly what needs to be completed before therapy begins.

This keeps things organized and reduces any back-and-forth confusion before the first session. I recommend making sure that clients know to expect to complete paperwork prior to starting their session – helpful to mention on a consultation call!

2. Informed Consent for Psychotherapy

This is the foundation of your therapeutic relationship. It outlines:

• What clients can expect from therapy
• Confidentiality and its limits
• Fees, cancellations, and policies
• The potential risks and benefits of therapy

Informed consent for psychotherapy is not only a legal requirement, but it’s also a way to build trust by ensuring clients fully understand what they’re agreeing to before starting therapy.

3. Demographics Form

This form helps with getting to know basic client details like their contact info, pronouns, and any cultural considerations. Client comfortability is so important to the therapeutic relationship, so the information gathered here really helps you personalize care right from the start.

4. Notice of Privacy Practices (HIPAA Form)

Not the most exciting document, but an essential one! This form explains how you handle and protect client information in alignment with HIPAA regulations. It is so important to make sure clients have an awareness surrounding the protection of private and personally identifiable information!

5. Confidentiality Agreement

While your privacy practices are covered in the HIPAA form, I like to include an additional confidentiality agreement to clarify when you might be legally required to break confidentiality such as in cases of harm to self or others. This form reassures clients that what happens in therapy stays in therapy except in the circumstances that are clearly outlined.

6. Notification for Supervision

This is a form that lets your clients know that as required by the licensing board you are receiving supervision and thus will discuss a client’s information and records. States have different requirements for participation in supervision so make sure to check with yours!

7. Permission to Record

No one loves to watch themselves work, do they? But over the years I have found that recording client sessions is such a powerful tool for professional growth, supervision, and training. This form gives clients full control over whether they consent to being recorded and outlines how those recordings will be used and protected. Clients aren’t required to sign this form, but transparency helps clients feel at ease and helps you cover your legal and ethical duties.

8. Consent for Telehealth Form (If You Offer Virtual Sessions)

Especially in the last few years it has become clear that telehealth is here to stay! It’s crucial to set clear expectations about how it works. This form should include:

• Consent for telehealth
• Privacy considerations
• What happens if there are technical difficulties or emergency situations

9. In Case of Emergency Form

No one likes to think about worst-case scenarios, but having a plan in place is important. This form asks for an emergency contact, the closest hospital, and local emergency services—just in case. It also lays out what happens if an emergency comes up during a telehealth session, so there are no surprises. Hopefully, we’ll never need to use it, but it’s always better to be prepared!

10. Release of Information (ROI) Form

If you ever need to coordinate care with a psychiatrist, physician, school counselor, or another provider, an ROI form allows clients to authorize the sharing of specific information. Especially if a client is working with multiple providers or has extensive history, this can be a great way to provide exceptional care to your clients.

11. Financial Responsibility Agreement

Totally get that money conversations can feel awkward especially when as therapists we can have such an increased awareness for the financial situations of our clients but trust me, having a clear outline through a financial responsibility agreement will help reduce confusion down the line. This form outlines a client’s financial responsibility for services, ensuring they understand their obligation to pay for any fees, charges, or expenses related to their care. By signing clients acknowledge that they are ultimately responsible for payment even if they plan to use insurance or another form of coverage. 

12. Credit Card Authorization Form

To keep payments simple and stress-free, this form allows clients to securely store a credit card on file for session fees. It ensures that payments are processed smoothly and helps avoid any awkward conversations about missed payments.

13. Good Faith Estimate

In the last few years a new law was passed that now requires therapists to provide a Good Faith Estimate of expected costs before treatment begins. This form should lay out:

• The estimated cost of services
• The client’s right to receive an estimate
• The No Surprises Act protections

Why a Well-Designed Intake Packet is Essential

Does it take time? Absolutely! Rome wasn’t built in a day, BUT taking the time to put together a thorough intake packet makes your entire therapy process smoother and more effective because it…

Creates a Seamless Client Experience

No one likes feeling confused before starting therapy. A clear intake packet makes the onboarding process simple and stress-free for clients.

Builds Trust from the Start

When clients see that you have a thoughtful and organized approach they feel safer opening up to you.

Protects You & Your Practice

Having clear policies in writing prevents misunderstandings and ensures you’re legally and ethically covered.

Saves You Time

When you have all the necessary info upfront you can jump into the deeper work faster instead of spending the first session sorting out paperwork.

So whether you’re tweaking your current forms or starting from scratch, investing in a solid intake process is one of the best things you can do for your practice.

Need help getting started? I’ve got you covered! I’ve put together a Client Intake Packet with all the essential forms so you don’t have to create them from scratch. Grab your complete client intake packet here*. Trust me, onboarding can be a breeze and you can start every new client relationship with a little more confidence.