Immigration Client Intake Form Template: What to Ask and What to Avoid

Print your current intake form and mark every question with one of three letters:

• R: Needed to route a new inquiry
• P: Needed to prepare a booked consultation
• C: Needed only after someone becomes a client

If all three letters appear on one public form, split it. A stranger, a booked prospect, and an accepted client should not face the same questionnaire.

Stage 1: Inquiry Routing Form

Copy and adapt:

• Full name
• Email and phone number
• Current country of residence
• Country or immigration system involved
• Service category
• Preferred language
• Important date or urgency
• Main objective in 2-4 sentences
• Previous contact with the firm
• Preferred next step
• Consent to the stated communication and privacy terms
• Acknowledgment that submission does not guarantee representation or an outcome

Keep this stage short.

Stage 2: Consultation Preparation Form

After the correct consultation is confirmed, ask:

• Key timeline and dates
• Current status information relevant to the service
• Previous applications or decisions
• Other people directly involved
• Three questions the person wants answered
• Requested documents available through the approved secure channel
• Accessibility, language, or meeting requirements

Do not collect information simply because software makes another field easy to add.

Stage 3: Accepted-Client Intake

This belongs in the firm's formal process and may include identity verification, conflict records, agreements, detailed history, secure documents, billing information, and jurisdiction-specific requirements.

CroozLink is not a substitute for that system of record.

Fields to Avoid on a Public Form

Unless the firm has a clear lawful need and approved protection, avoid requesting:

• Passport or government identification uploads
• Full payment-card information
• Passwords or account credentials
• Large unstructured document collections
• Detailed information unrelated to routing
• Promises or self-assessments of legal eligibility

Free Form Audit

For every field, ask:

1. Which decision does this answer support?
2. Why is it needed at this stage?
3. Who can access it?
4. How long is it retained?
5. What happens if the person leaves it blank?

If the team cannot answer, remove the field or move it to a later stage.

What Belongs Outside the Form

Complex conditional forms and sensitive legal intake belong in specialist tools when those features are required. CroozLink can handle the lighter client-facing path: explain the offer, collect basic responses, direct the right person to payment or booking, and show the next action.

The goal is not to own every piece of information. It is to stop asking the client for the wrong information at the wrong time.