What your customers expect
Home buyers and owners refinancing want to book a chat.
Intake forms collect the details you need before a first appointment, so the first meeting starts with the real conversation.
New client intake forms for mortgage brokers
Pre-appointment questionnaires is a common requirement for mortgage brokers. Income and goals collected early speed up the first chat.
What it must handle for mortgage brokers
Ask for goals and timing, leaving detailed financials for a secure process.
What to collect
On top of the basics, a mortgage broker usually needs what prompted the enquiry (helps route the person to the right practitioner or adviser).
Handling sensitive information
Identity documents, matter details and financial records are sensitive for your clients. Use the secure client portal or practice system for documents rather than a website form or email attachments, and collect only what the first meeting needs. The OAIC explains which organisations the Privacy Act covers and how it applies to personal information.
Ways to build it
Use the secure intake or registration forms provided by your practice or client management system, linked from the website.
Where that system has no forms, build a secure form that delivers straight into the approved system, never to email.
Where the website stops
The website hands over when the submission is stored in the system the practice or firm uses for client records.
The visitor journey
Step by step, and what the website must do
- 1
Receives a link after booking or opens it from the site
The form is reached from a booking confirmation as well as the website.
- 2
Completes the form in sections
Sections can be saved and finished later on a phone.
- 3
Gives consent where needed
Consent wording explains how the information will be used and stored.
- 4
Submits
Submissions go to secure storage, not a shared inbox.
Information to collect
| Field | Why it is needed |
|---|---|
| Name and date of birth or reference | Matches the form to the right person. |
| Contact details | Needed for follow-up questions. |
| Consent | Records agreement to how the information is handled. |
| What prompted the enquiry | Helps route the person to the right practitioner or adviser. |
Where the website hands over: The website hands over when the submission is stored in the system the practice or firm uses for client records.
FAQ
Frequently asked questions
Do mortgage brokers need new client intake forms?
Income and goals collected early speed up the first chat. Intake forms collect the details you need before a first appointment, so the first meeting starts with the real conversation.
Should intake forms be emailed to us?
Avoid sending sensitive submissions to a shared inbox. Deliver them to the system where client records are kept.
When should the form be sent?
Straight after booking works well, with a reminder before the appointment if it is not complete.
Can we collect identity documents through the website?
Use your practice system's secure upload or client portal instead of a website form or email, and request documents only when they are needed. Whether the Privacy Act applies depends on your organisation; the OAIC explains who it covers.[1]
How we work together
Two ways to get started
Website Subscription
Your website, fully managed — no big upfront cost.
We design, build, host, maintain and keep improving your site for one simple monthly fee.
- Custom-designed & built for your brand
- Hosting, security & maintenance included
- Ongoing edits & content updates
- Continuous SEO & performance improvements
- Scale up or down as you grow
Fixed Project
A one-off custom build you own outright.
A defined scope and a single fixed quote — delivered once, and yours to keep.
- Bespoke design & development
- Defined scope & timeline
- You own the website & code
- Optional care plan after launch
- Custom-quoted to your needs
Sources
- [1] The Privacy Act (OAIC). Checked 10 October 2026.
Ready to get started?
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