Wedding Planner Client Intake Form & Onboarding Questionnaire Builder
Build a customized client onboarding questionnaire for wedding planners and coordinators. Toggle questions on budget, aesthetic, family dynamics, and export clean print templates.
Partner 1 & Partner 2 full names, pronouns, and preferred contact emails
Current mailing address for client gifting and contract records
How did you two meet and how was the proposal story?
What is your strict total budget ceiling including taxes, fees, and service charges?
Are parents or external parties financially contributing to the wedding?
What are your top 3 non-negotiable planning priorities? (e.g. gourmet catering, live band, photo)
List 3 to 5 words describing your dream wedding aesthetic (e.g. Romantic, Earthy, Modern Minimalist)
What colors or design trends do you absolutely NOT want to see at your wedding?
Link to your shared Pinterest board, Canva moodboard, or Google Drive folder
Which vendors have you already contracted prior to hiring us? (Include business names & contacts)
What vendors do you still need recommendations and sourcing assistance for?
Are there any divorced, estranged, or deceased family members we should navigate with special care?
Are there VIP family members or guests requiring mobility assistance, golf carts, or ramps?
Ceremony venue name, address, and contracted access time window
Reception venue name, address, and contracted midnight strike curfew
Estimated guest count (Invited count vs expected attending count)
16 questions included in client questionnaire. Auto-saved in browser.
What This Tool Does
This tool helps wedding planners and month-of coordinators generate comprehensive onboarding questionnaires for newly booked couples. It captures critical logistical, design, financial, and family dynamic details before the initial kickoff consultation.
How to Use This Planner Intake Builder
Select which onboarding categories to include (e.g., Contact Info, Budget, Design, Family Dynamics).
Review pre-written industry questions and toggle off any that don't apply to your package scope.
Add custom questions specific to your planning methodology or regional venue requirements.
Preview the live questionnaire as your clients will see it.
Export the intake form as a polished printable PDF or copy questions into your CRM software (HoneyBook/Aisle Planner).
Intake Completeness & Readiness Score
Measures client onboarding readiness across core planning pillars: financial ceilings, aesthetic vision, booked contracts, and family sensitivity protocols.
Planning Assumptions Used in This Model
Core Intake Categories for Full-Service Onboarding
Essential question modules for luxury planning workflows.
| Module Category | Key Questions Included | Client Benefit | Operational Purpose |
|---|---|---|---|
| Couple Basics | Preferred names, pronouns, mailing address, anniversary | Personal connection | CRM record setup & contract documentation |
| Financial Architecture | Strict budget ceiling, contributing family parties, priorities | Financial alignment | Prevents proposing out-of-budget vendor proposals |
| Aesthetic Vision | Three mood words, hated colors, Pinterest boards | Design clarity | Guides bespoke floral and lighting proposals |
| Family Dynamics | Divorced parents, estranged relatives, mobility requirements | Drama prevention | Guides ceremony processional and seating layouts |
| Booked Vendors | Contracts signed, deposits paid, outstanding hires needed | No duplicated work | Establishes clear vendor management handoff |
Note: Planners should review submitted questionnaires thoroughly before the 90-minute vision kickoff session.
The Modern Photo Sharing Solution for Your Clients
Delight your wedding clients by recommending WedShare. Give them an easy, elegant way to collect all guest photos in original resolution.
Common Questions About Planner Intake Builder
When should a wedding planner send the intake questionnaire to a new client?
Send the intake questionnaire within 24 to 48 hours after the service contract is countersigned and the initial retainer has cleared.
How long should a client intake form be?
A comprehensive full-service intake form typically has 25 to 40 focused questions. For month-of coordination, a streamlined 15 to 20-question form focused on booked vendors and timelines is ideal.
Can I export these questions into HoneyBook or Aisle Planner?
Yes! You can copy the questions with one click or export them as clean text to paste directly into your client management software.
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