Recruiter client intake form template

LiveRec EditorialUpdated

A client intake form is the set of questions you ask a hiring manager before you start a search: the role, the must-haves, pay, the interview process, timeline and fee terms. Use the recruiter client intake form template below on a 30-minute intake call, fill it in live, and send a summary back so you both agree on the target.

At a glance

  • Do the intake before you source anyone. It saves wasted submissions.
  • Ask for the real must-haves versus the nice-to-haves.
  • Confirm pay range, process and speed, because they decide whether you can fill the role.
  • Confirm the fee agreement is signed before you submit candidates.

Form

CLIENT INTAKE FORM
Company: [NAME]   Contact: [NAME, TITLE]   Date: [DATE]   Recruiter: [NAME]

1. THE ROLE
Title: [ ]   Reports to: [ ]   Team size: [ ]   New role or replacement: [ ]
Why is it open now? [ ]
What will this person deliver in the first 90 days? [ ]

2. REQUIREMENTS
Must-haves (3 to 5): [ ]
Nice-to-haves: [ ]
Deal-breakers: [ ]
What would make a candidate a standout? [ ]

3. COMPENSATION AND TERMS
Pay range: [ ]   Bonus / equity: [ ]   Benefits: [ ]
Location / hybrid / remote: [ ]   Work authorization needs: [ ]
Start date target: [ ]

4. THE PROCESS
Number of interview rounds and who is on each: [ ]
Decision maker: [ ]   Typical time from final interview to offer: [ ]
Assessments or background checks: [ ]

5. COMPETITION AND CONTEXT
Other recruiters or sources involved: [ ]
Candidates already in the pipeline: [ ]
Companies to target or avoid: [ ]
Selling points for the role: [ ]

6. FEE AND AGREEMENT
Model: [Contingent / Retained]   Fee: [ ]   Guarantee: [ ]
Agreement signed: [Yes / date / link]
How to submit candidates: [EMAIL / SYSTEM]   Feedback turnaround: [ ]

7. NEXT STEPS
Recap sent on: [DATE]   First candidates expected by: [DATE]

How to use it

  1. Send the form questions ahead for the client to think about.
  2. Fill it in on the call. Ask "why" on each must-have.
  3. Email a one-paragraph recap and confirm.
  4. Keep the form with the client record. In LiveRec you can add and manage client companies.
  5. Make sure the fee agreement is signed before you submit anyone.

Sources

  • LiveRec editorial templates; no external data used (accessed 31 October 2026)