New client onboarding
Collect company, stakeholder, billing, and hiring context before the first active search.
Client intake template
Recruitment Client Intake Form Template
A recruitment client intake form captures the commercial, hiring, process, and communication details an agency needs before accepting a search or opening a job order.
This template is designed for staffing and recruitment agencies that need cleaner client qualification, fewer unclear requirements, and stronger handoff from sales to delivery.
Recruiter use case
The best intake content solves qualification and delivery risk together
Generic client forms collect contact details. Recruiters need more: role urgency, decision authority, fee agreement status, interview process, submission limits, feedback SLA, and replacement terms. This page gives the intake structure and the operational logic behind each field.
When to use it
Users want a form structure that can be copied into a CRM, document, or intake call checklist.
What it should help capture
Client company and hiring contact detailsDecision makers and interview panelHiring goals and urgencyRole families and recurring hiring needs
Copy-ready template
Client intake form fields
Use these fields before opening the first job order.
Company name, website, industry, location, and billing entity
Primary hiring contact, decision maker, finance contact, and preferred communication channel
Hiring goals for the next 90 days and roles expected in the next 12 months
Fee model, payment terms, replacement period, exclusivity status, and signed agreement status
Submission format, maximum candidates per shortlist, interview process, and feedback timeline
Compliance needs such as background checks, work authorization, references, or data processing terms
Intake call opener
Start with business context before moving into job details.
Before we discuss individual roles, I would like to understand how hiring success will be measured for your team.
What business problem are these hires expected to solve, and what would make this search a priority over other open roles?
Who will approve the hire, who will interview, and who should receive candidate submissions?
Use cases
When recruiters should use this template
Each template is positioned around a real recruiting moment, so the copy supports a specific candidate, client, or desk workflow.
Retainer or exclusive search review
Check decision authority, budget, urgency, and commitment before allocating delivery effort.
Sales to recruiter handoff
Give delivery teams enough context to open jobs without re-asking basic questions.
Included sections
What the template should include
These sections help recruiters capture the information needed to move the workflow forward without leaving important details in notes or email threads.
Client company and hiring contact details
Decision makers and interview panel
Hiring goals and urgency
Role families and recurring hiring needs
Fee terms and agreement status
Submission rules and feedback SLA
Communication preferences
Compliance and document requirements
Decision authority
Identifies whether the person providing intake can approve candidates and fees.
Pro tip
If the intake contact is not the final decision maker, record who can unblock interviews and offers.
Feedback SLA
Sets expectations for how quickly the client will respond to candidate submissions.
Pro tip
Agree on a realistic response window before sending the first shortlist.
Agreement status
Prevents recruiters from working an open role before terms are signed.
Pro tip
Tie job activation to agreement completion for new clients.
Recruiter workflow
How to use this template inside a recruiting desk
The template is designed to sit inside a broader operating workflow, with a clear action before, during, and after use.
1
Qualify the client
Confirm industry, budget, hiring authority, urgency, and fee terms before creating active roles.
How ATZ CRM supports this step
Recruitment CRM keeps client, contact, opportunity, and sales notes together.
Explore related capability2
Open the job order
Convert qualified intake details into a job record with requirements and ownership.
How ATZ CRM supports this step
Job Management gives recruiters a structured job workspace after intake is complete.
Explore related capability3
Share the client process
Document submission format, portal access, interview process, and feedback ownership.
How ATZ CRM supports this step
Client Portal helps agencies centralize review and feedback after intake.
Explore related capabilityCommon mistakes
What weak templates miss
Treating intake like a contact form
Contact data is useful, but it does not reveal whether the account is ready for delivery.
Skipping fee confirmation
Recruiters can spend hours sourcing before realizing terms are not approved.
No submission rules
Without agreed shortlist format and feedback timing, the delivery team cannot manage expectations.
ATZ CRM workflow
Move client intake from static form to active CRM record
ATZ CRM helps agencies convert client intake into accounts, contacts, opportunities, jobs, activities, and client portal workflows.
Related resources
Continue into related templates and workflows
Use these related pages when the template needs to connect into a wider recruiting workflow, tool, or product capability.
Related templates
Related ATZ CRM resources
FAQ
Questions recruiters ask about this template
What is a recruitment client intake form?
It is a structured form agencies use to collect client, stakeholder, hiring, fee, process, and communication information before starting recruitment work.
What is the difference between client intake and job order intake?
Client intake qualifies the account and working relationship. Job order intake captures the details of a specific role or vacancy.
Should every new recruitment client complete an intake form?
Yes. Even if intake happens during a call, the answers should be recorded so sales, recruiters, and account managers work from the same source of truth.