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What is a real estate client intake form?

The intake form is used by real estate agents to gather necessary information about potential buyers and sellers, landlords and rental applicants. It's a crucial way for understanding a client’s needs, preferences, budget, and timeline, as well as pre-screening individuals who don’t meet the necessary criteria. 
Here's what we cover:

  • Key Components of an Intake Form

  • How to Create an Effective Real Estate Form

  • Collecting Buyer Information Effectively

  • Implementing Checklist Features in the Intake For

  • Key Features to Look for in Real Estate Client Intake Software

Let’s get to it. 

Real Estate Client Intake Forms: Templates & Software

Simplify your client intake process with templates and white label software to avoid paperwork.


Key Components of a Client Intake Form

When you strike up a relationship with a new potential client, you want to make sure you're both on the same page from the start and don’t waste each other’s time. 

That's where a well-designed intake questionnaire form comes in. 

A comprehensive intake form should cover all the key info you need to pre-screen and onboard clients effectively, whether they’re buying selling, or leasing property.

Here are the key components to include for each type: 

Property Seller Client Intake Form:

Contact Information & preferred communication methods

Reason for selling

Property details (address, type, size, age, upgrades, etc.)

Current mortgage information

Desired selling price and timeline

Property condition and disclosure of known issues

Listing preferences (open houses, showings, etc.)

Explanation & selection of desired services 

Referral Source 

Property Buyer Questionnaire:

Contact Information & preferred communication methods

Preferred property type and style

Desired location and neighborhood amenities

Must-have features and deal-breakers

Budget and financing (pre-approval, down payment, etc.)

Timeline for purchase

Current living situation and contingencies

Referral Source 

Landlord / Property Management Form:

Contact Information & preferred communication methods

Property details (address, type of property, details regarding size, amenities, etc.)

Desired rent and lease terms

Preferred tenant criteria (credit score, income, etc.)

Property management preferences (self-manage or hire a property manager)

Maintenance and repair responsibilities

Lease agreement and legal considerations

Tenant Application Form:

Contact Information & preferred communication methods

Preferred rental type (apartment, house, condo, etc.)

Desired location/neighborhoods 

Budget and income information

Desired move-in date and lease duration

Pet information and requirements

Rental history and references

All intake forms should also include necessary legal disclaimers, terms and conditions that govern the working relationship. 

An effective lead form is not only a tool for gathering information - it’s an opportunity to demonstrate your expertise and build trust with your clients. 

ClientManager’s white label software solution lets you create customizable form templates in minutes, to save you hours.


How to Create an Effective Real Estate Client Intake Form

Are you playing 20 questions with buyers and sellers just to get the basic info? 

Not ideal. Ditch the 9pm Whatsapps and get straight onto the same page with a well-designed intake form.

Here’s how to get it right: 

Keep it Simple and Organized

Decide on the need-to-know data points you want from clients then use clear, simple language and concise questions to gather that info. Organize everything in a logical flow. 

Offer Multiple Choice and Checklist Options

Include checkboxes and multiple choice for questions with a limited set of options. This ensures you get standardized answers and makes the form easier and quicker for clients to complete. 

Include a Privacy Policy and Terms of Service

Protect your clients' sensitive information and build trust by including a privacy policy and terms of service. Explain how client data will be collected, stored, and used, and provide an easy way for clients to consent to these terms.

Customize your form

Use a professional design or template you can customize to your services. White label software lets you fully customize your questionnaire and add your own branding. Include a tailored message at the beginning or end of the form to add that extra bit of brand personality and let clients know they’re working with professionals.

Make it Mobile-Friendly

Your online forms need to be mobile-friendly if you want to stay with the game and give clients a seamless experience.   
Follow these best practices, and you'll give clients a positive experience while getting all that crucial info you need, without the emails or Whatsapp marathons. Win!


Collecting Real Estate Buyer Information Effectively

There's nothing more frustrating than spending hours showing properties to a buyer only to find out they're not even qualified. 

You need an effective system to collect the required information from the get-go, so you can pre-screen buyers, match them with properties that actually fit their needs and budget, and save countless hours of dead-end showings. 

Plus, having all that juicy info at your fingertips makes you look like a pro.

Here are some best practices you probably already know:

1) Use a well-tailored client information form

Make sure you have a custom real estate buyer questionnaire that covers all the important bases like budget, financing, and timeline. 

2) Ask the right questions

Get as much info as you can from buyers upfront - don't be afraid to dig a little deeper during your initial consultation. Ask about their current living situation, motivations for buying, and any potential roadblocks. The more you know, the better you can help them.

3) Do your homework

If you want to avoid wasting time, verify all the info you get from potential buyers - don’t just take their word for it. Be sure to get proof of financing, home loan applications, pre-approvals, etc.

4) Keep it organized

Use a CRM or client management system with digital forms to keep all your buyer info nice and tidy. No more sifting through endless emails or bits and pieces. 

5) Follow up like a pro

Don't let those leads go cold. Use the info you've gathered to tailor your follow-up and keep the conversation going. Whether it's sending them relevant listings or checking in on their financing, consistent communication shows you're on top of your game.  


By mastering the art of collecting buyer information and understanding your clients from the start, you can provide excellent service and guide them smoothly through the buying journey.

Onboard & manage your clients with ease.

Take control of your business. Save time and money - and actually enjoy the process, with ClientManager.



Key Features to Look for in Real Estate Client Intake Software

While a well-designed client form is a great start, leveraging the power of client intake software can take your lead management to the next level.  
Using a dedicated client management platform, you can streamline your data collection, automate your workflows, and provide a more professional experience for your clients.

But with so many options available, how do you choose the right software that’s going to meet your particular needs?  

Here are some key features to look for on your hunt:

Custom form creation & templates

Look for software that offers built-in form templates, and lets you easily build and customize your own real estate questionnaires to suit your needs. White label software allows you to fully customize forms and ensure brand consistency across all your digital assets. 

Mobile friendly forms

Make sure the software lets you build and send forms that are responsive and mobile-friendly. Every client wants a seamless, convenient experience. Make their lives easier and you’ll set yourself apart from the competition.

Access on the cloud

As they say, location, location, location! Choose a platform that offers a secure online platform for you and your clients, allowing them to fill out online real estate forms and send you info from any device, at any time - no downloads or installs required.


Look for software that can integrate with your existing tools and systems like CRM or email marketing. Seamless integration reduces manual data entry and saves you valuable time.

Automated Workflows

To take your client onboarding to the next level, look for software that helps you automate by triggering follow-up actions based on form responses, such as sending emails or scheduling appointments.

eSignature functionality 

The ability to send your clients digital forms and contracts and collect their signatures digitally can be a game changer, making things extra convenient for your clients, and saving you those extra miles for paper drops!


Make sure the software you choose complies with industry security standards and protocols to ensure any sensitive client information stays safe and secure.

Customer support 

Even the most user-friendly software may throw you a hiccup now and then. Look for a software provider with responsive customer support to help you navigate any challenges and keep your intake process running smoothly.

Looking for an intuitive software solution that packs in all these features but still keeps things cozy, clean and simple? 

We might just have the perfect home for your client intake process 🙂 
We’d love it if you tried ClientManager free for 7 days.


​Most people who use it tell us they love the interface, user experience, and simplicity.
​Cheers to your client onboarding success (and selling lots of properties this year!) 😊
Thanks again,
Kyle & CM Team


Implementing Checklist Features in the Intake Form

No one really enjoys filling in forms (unless they’re Monica from Friends 🙎🏻‍♀️).

When creating a lead intake sheet, priority one should be making the form as pain-free as possible to fill out. It’s pointless having all the right questions if people aren’t going to answer them properly. 

One way to simplify your real estate lead forms is by implementing checklist features for any type of question that has a set of standard options. Rather than asking someone to type out a response, all they have to do is check a little box (people actually enjoy checking boxes. It’s psychology 🥸). 

That’s why we’ve made this a super easy feature to implement on ClientManager’s Questionnaire form builder:

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