Fragrance Consultation Intake Form

This form collects the basics a fragrance specialist needs before making a recommendation: scent families, notes the person enjoys or avoids, current fragrances owned, and any sensitivity concerns. It helps turn a vague request like "I want something fresh" into a usable profile. The result is a consultation that starts with relevant context instead of guesswork.

It is usually completed by the client before a one-on-one fragrance consultation, in-store appointment, virtual styling session, or gifting request. If someone is choosing for another person, the form should clearly indicate whether the answers describe the wearer or the buyer. For shared or gift consultations, keep the fields focused on the intended wearer’s preferences.

Use it before each new consultation or whenever the client’s preferences, sensitivities, or budget change. Fragrance taste can shift with season, occasion, and lifestyle, so an older intake may no longer be accurate. If you keep records, it is better to refresh the form than to rely on memory alone.

Yes, if you collect sensitivity details or other PII, the form should include a clear consent or disclosure field explaining how that information will be used. Keep the wording narrow and specific to the consultation purpose, following data minimization and minimum-necessary principles. If the form is public-facing, make sure the required fields are clearly marked and the privacy notice is easy to find.

The biggest mistake is asking for too much detail too early, such as long free-text fields when a multi-select or short answer would work better. Another common issue is not separating preferred notes from notes to avoid, which makes recommendations less precise. It also helps to avoid making every field required, especially when some answers are optional or only relevant for certain consultations.

Yes. You can use conditional logic to show extra fields for gifting, seasonal recommendations, luxury purchases, or sensitivity follow-up only when those situations apply. You can also adjust the scent family list, budget options, and intensity scale to match your catalog or service style. The template is meant to be a starting point, not a fixed script.

Ad-hoc notes often miss key details, especially when the client is unsure how to describe scent preferences. A structured intake gives you consistent fields for comparison, makes it easier to review submissions, and creates a clearer audit trail of what the client said up front. It also reduces back-and-forth by surfacing sensitivities and occasion context before the appointment.

Yes. It can feed a CRM, appointment scheduler, email follow-up, or internal recommendation workflow. For example, you can route submissions with sensitivity concerns to a specialist, or tag clients by preferred scent family for future outreach. If you integrate it, keep the data fields aligned with what downstream teams actually use.