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Parent Intake Form Template

An intake form for new tutoring families: student background, goals with deadlines, availability, learning notes, and the consent lines that keep you covered.

4 min read·Updated August 6, 2026

You can learn that a student rushes through math problems when she is nervous during the first paid hour, or you can know it before the tutor says hello. That is the whole case for an intake form: the first session starts at the actual starting line instead of spending forty minutes finding it.

The form does quieter work too. It captures who pays the bills and who answers the phone, which are often different people. It gets availability in writing before the scheduling back-and-forth starts. And it makes a specific goal exist on paper, so three months later "how is it going" has something to be measured against.

What to Ask, and What to Skip

The template covers eight sections: parent and billing contacts, student basics, subject background, goals with deadlines, learning notes, an availability grid, logistics, and consent lines.

Two choices are deliberate. The learning-notes question is optional free text, not a checklist of diagnoses. Parents decide what to share, you get what a tutor can teach with, and nobody is asked to hand over records at the door. And the goals section asks for something checkable in three months, a target grade or a test date, because "build confidence" is a wish until it has a deadline attached.

What the template leaves out is just as intentional. No long diagnostic questionnaires, no essay questions, no fields you will never read again. Every question earns its spot by changing what happens in session one or session two. A form that respects a parent's ten minutes gets finished; a form that interrogates them gets abandoned halfway.

parent-intake-form-template.txt
Download .txt
NEW STUDENT INTAKE FORM

[Company name]
Please complete one form per student. Everything you share here goes to
the tutor who works with your child and helps us plan the first session.

--------------------------------------------------------------------------

1. PARENT / GUARDIAN

Full name: _______________________________________
Relationship to student: _________________________
Email: ___________________________________________
Mobile phone: ____________________________________
Preferred contact method: [email / phone / text]
Second parent/guardian (optional):
Name: ____________________  Email: _______________  Phone: ____________
Who should receive invoices and billing questions?
__________________________________________________


2. STUDENT

Full name: _______________________________________
Preferred name / pronunciation: __________________
Date of birth: ______________  Grade level: ______
School: __________________________________________
Sibling(s) also enrolling? [yes / no]
If yes, name(s): _________________________________


3. SUBJECT AND BACKGROUND

Subject(s) needed: _______________________________
Current course/level (e.g. Algebra II, AP Chem, SAT prep):
__________________________________________________
Current grade or most recent score in this subject: ______________
Has the student worked with a tutor before? [yes / no]
If yes, what worked and what didn't?
__________________________________________________
__________________________________________________


4. GOALS

What would make tutoring a success in the next 3 months? Be specific if
you can (a target grade, a test date, finishing a course with
confidence):
__________________________________________________
__________________________________________________
Any deadlines we should plan around (test dates, application deadlines,
end of term)?
__________________________________________________


5. LEARNING NOTES

Anything that helps a tutor teach your child well: attention span,
confidence level, what frustrates them, what motivates them, any
diagnosed learning difference you choose to share (optional):
__________________________________________________
__________________________________________________
__________________________________________________


6. AVAILABILITY

Preferred session length: [30 / 45 / 60 / 90] minutes
Sessions per week: __________
Format: [in person / online / either]

Mark all windows that work (we will confirm an exact slot):
            Mon    Tue    Wed    Thu    Fri    Sat    Sun
3-5pm       [ ]    [ ]    [ ]    [ ]    [ ]    [ ]    [ ]
5-7pm       [ ]    [ ]    [ ]    [ ]    [ ]    [ ]    [ ]
7-9pm       [ ]    [ ]    [ ]    [ ]    [ ]    [ ]    [ ]
Mornings    [ ]    [ ]    [ ]    [ ]    [ ]    [ ]    [ ]

Earliest start date: _____________
Any weeks you are away in the next 2 months? ______________________


7. LOGISTICS

How did you hear about us? _______________________
Emergency contact (name and phone), if different from above:
__________________________________________________
For online sessions: does the student have a quiet space, a device with
a camera, and reliable internet? [yes / no / notes: _______________]


8. CONSENT

[ ] I am the parent or legal guardian of the student named above and I
    authorize [Company name] to provide tutoring services.
[ ] I agree to the service agreement and cancellation policy provided
    with this form.
[ ] I consent to receiving scheduling and billing emails about this
    account.
[ ] Optional: I consent to occasional program updates and offers by
    email. I can withdraw this at any time.

Signature: _______________________________  Date: ___________

Getting It Filled Out

Timing beats reminders. Send the form immediately after enrollment or the first purchase, before the first session is booked, when the family's attention is already on you. A form sent three days later competes with everything else in their inbox.

If you run on Gigpie, this step disappears into the software: a form can be sent automatically the moment a family completes their first purchase, and the answers are stored on the family record where tutors and admins actually look, instead of in a PDF attachment nobody can find by October.

Frequently Asked Questions

How long should an intake form be?

Short enough that a parent finishes it in one sitting on a phone. The test for every question is whether the answer changes what happens in the first two sessions. If it doesn't, cut it; you can always ask later, in context, once trust exists.

Should I ask about IEPs, 504 plans, or diagnoses?

Ask for what a tutor can teach with, and make it optional. The template's learning-notes field invites parents to share attention span, frustration triggers, motivators, and any learning difference they choose to mention, in their own words. Requiring documents or formal disclosures at intake creates a barrier and a data-handling burden you don't want on day one.

Paper, PDF, or online form?

Whichever version ends up where the tutor preps, searchable, the week they need it. That standard usually rules out paper and email attachments. An online form that files answers against the student record wins because retrieval, not collection, is where intake systems fail.

One form per family or per student?

Per student. Siblings share a billing contact but not a starting point, a goal, or a temperament, and a tutor prepping for one kid should not have to read around the other. The template notes this at the top; the family-level details only need entering once.

Intake that files itself

Gigpie can send your intake form automatically after a family's first purchase and keeps the answers on the family record, next to sessions, balances, and notes.

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