Tutoring Intake Form Template

Match students to the right tutoring plan by collecting subject, level, goals, and weekly availability before the first lesson.

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When to use this template

A parent found you through a school referral and you want the student's full picture before proposing a schedule.
You tutor several subjects across age groups and need each inquiry sorted by subject and level on arrival.
Exam season is approaching and you must separate 'help with homework' students from 'the SAT is in eight weeks' students, who need different plans.
You run a small tutoring center and want every new-family conversation to start from the same structured baseline.

How to use this template

1
Click “Use this template” Get your own copy of this form in the editor instantly.
2
Edit the labels or fields if needed. Remove what you don’t need, make things optional, or keep our expert structure.
3
Publish and share the link Send it to your team or clients to start collecting structured responses.

Common mistakes when using this form

Asking only about the subject and skipping the 'what have you already tried?' question. A student on their third tutor needs a different first session than a first-timer, and repeating the previous tutor's approach is how you become the fourth.
Letting the parent's goal stand in for the student's. When the form only records 'raise the grade to an A', lessons drift toward parental reporting instead of the confusion actually blocking the student — ask about the student's struggle explicitly.
Collecting availability as free text. 'Flexible-ish, mostly evenings' cannot be scheduled against; checkbox time windows can, and they save the three-email scheduling dance that stalls a third of new engagements.

Frequently Asked Questions

What should a tutoring intake form ask?

Parent contact details, student name and grade level, the subject, the concrete goal, what has already been tried, and weekly availability windows. That set lets you propose a plan and two time slots in your first reply — which is the reply that gets chosen over the tutor who answered with questions.

Should the student or the parent fill out the intake form?

The parent, since they are the buyer — but include one question directed at the student, like what part of the subject frustrates them most. Ask the parent to answer it together with their child; the answer quality tells you a lot about the household dynamic you are stepping into.

How do I ask about a student's level without a placement test?

Pair a grade-level select with an open question about the most recent struggle. Report-card grades lag reality by months, but 'she froze on the fractions unit' is precise, current, and gives your first lesson a starting point. Save formal assessment for the first paid session.

Why ask about tutoring history on an intake form?

Because a family leaving another tutor is telling you what failed — too rigid, too easy, personality mismatch — and repeating the same approach may reproduce the earlier problem. Ask about expectations before deciding how to structure the first session. First-time families need expectation-setting instead. One select question separates the two populations before you invest an hour in the wrong opening.

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Tutoring Intake Form Template