A solid intake form is the difference between chaos and clarity once you're in a client's home during those bleary newborn weeks. Without documented preferences, dietary restrictions, and support goals, you're flying blind—and so are your clients. This guide walks you through building an intake form that protects both your practice and sets families up for success.
Why Intake Forms Matter for Postpartum Doulas
Postpartum support is deeply personal. One family craves meal prep and lactation advice; another needs emotional check-ins and household management while mom recovers. An intake form captures these distinctions before day one, preventing mismatched expectations and allowing you to show up as the right fit for each client's specific situation.
Beyond client alignment, intake forms create a business-critical paper trail. They document health conditions, emergency contacts, previous trauma, and special requests—information you'll reference constantly during your 4–12 week engagements. They also demonstrate professionalism and liability awareness, which reassures families and protects you legally.
Essential Sections for Your Intake Form
Client Information & Contact Details
Start with basics: names of both parents (or primary caregivers), phone numbers, email, address, and preferred contact method. Include the baby's due date or birth date, and note if this is a first child or subsequent baby. Ask how they found you—this data helps you understand which referral sources drive real business.
Health & Medical History
Ask about the birthing parent's delivery type (vaginal, cesarean, assisted), any complications, and current medications or supplements. Include a section for postpartum diagnosis history (depression, anxiety, thyroid issues) and ongoing treatments. Request pediatrician and OB/GYN contact info so you can coordinate if needed.
Document food allergies, dietary restrictions, and cultural or religious food preferences for all household members. Knowing that the family keeps kosher or avoids dairy matters when you're planning meals and shopping.
Support Goals & Expectations
This is where you learn what families actually need:
- Meal preparation and planning
- Newborn care education and hands-on support
- Lactation encouragement and bottle-feeding support
- Postpartum recovery assistance (wound care, exercise, rest)
- Household management and light cleaning
- Emotional support and mental health check-ins
- Sibling care and adjustment support
- Partner/co-parent support and education
Ask families to rank their top three priorities. A client managing gestational diabetes while breastfeeding has different doula needs than one recovering from a fourth-degree tear; your intake captures that reality.
Practical Questions to Add
Ask about sleep preferences—does mom want you to handle night wakings so she can rest, or is the partner on night duty? Clarify your boundaries upfront. Confirm availability expectations: are you working fixed hours (9 a.m. to 1 p.m. three days weekly) or on-call flexibility?
Include a question about previous doula or postpartum care experience. Clients who've worked with postpartum doulas before often need less education and more task-focused support; first-time clients may need more guidance.
Ask about pets, household management style, and whether they prefer you to use their supplies or bring your own. Request emergency contact information for someone outside the immediate household.
Building Trust Through Your Form
Your intake form is your first written touchpoint—it signals competence. Use clear language, professional formatting, and reasonable length (2–3 pages maximum). Offer it as a PDF or Google Form; either works, though forms allow you to organize responses automatically.
Send the form 2–3 weeks before your anticipated start date so families have time to complete it thoughtfully. Follow up via email if sections aren't finished; many families are overwhelmed during late pregnancy or early postpartum.
Listing Your Services Effectively
When you're building your business, getting in front of families actively searching for postpartum doulas is half the battle. Listing your services on Mercoly—where clients specifically search for nanny, babysitting, and in-home care providers—helps you get found, win qualified leads, and showcase your expertise to families ready to book.
Frequently Asked Questions
Q: Should I ask about budget or rate preferences on the intake form? Pricing discussions are typically done during a consultation call before the form, but you can include a single line confirming the family understands your rate ($25–$40+ per hour depending on region) and length of engagement.
Q: What if a client discloses depression or past trauma on the intake? This signals you should listen carefully, share relevant resources, and clarify the boundaries between doula support and mental health treatment—refer them to their care provider while offering emotional encouragement.
Q: How long should I keep completed intake forms? Store them securely for at least 3 years after engagement ends, maintaining client confidentiality in line with your liability insurance requirements.
Start using a structured intake form today, and watch your client satisfaction and referral rates climb.