Legal Templates
Real Estate New Client Intake Form

Real Estate New Client Intake Form for Canada

Real Estate New Client Intake Form Template for Canada

A comprehensive intake form designed for Canadian real estate professionals to gather essential information from new clients, ensuring compliance with federal and provincial regulations including PIPEDA and anti-money laundering requirements. The document facilitates the collection of client personal information, property preferences, financial qualifications, and necessary consents while establishing the foundation for a professional real estate relationship. It includes provisions for both residential and commercial real estate transactions, with built-in flexibility to accommodate various provinces' specific requirements.

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What is a Real Estate New Client Intake Form?

The Real Estate New Client Intake Form serves as a crucial first step in establishing a professional relationship between real estate agents/brokers and their clients in Canada. This document is designed to capture all necessary information required by federal and provincial regulations while streamlining the client onboarding process. It ensures compliance with key legislation including PIPEDA for privacy protection, anti-money laundering regulations for identity verification, and provincial real estate acts for transaction requirements. The form is structured to accommodate both residential and commercial clients, collecting essential details about their property interests, financial qualifications, and specific requirements while obtaining necessary consents and acknowledgments. This intake form is particularly important in the Canadian real estate market where regulatory compliance and proper documentation are paramount for protecting all parties involved in real estate transactions.

What sections should be included in a Real Estate New Client Intake Form?

1. Personal Information: Collection of client's basic information including full legal name, contact details, preferred method of communication, and date of birth

2. Identification Verification: Details of government-issued ID as required by anti-money laundering regulations (type of ID, number, expiry date)

3. Property Interest Details: Information about the type of property client is interested in (residential/commercial, buying/selling/leasing)

4. Financial Information: Basic financial qualification information including employment status and proof of funds availability

5. Real Estate Requirements: Specific requirements for desired property including location preferences, price range, and key features

6. Timeline and Availability: Client's preferred timeline for property purchase/sale and availability for viewings

7. Privacy Notice and Consent: PIPEDA-compliant privacy notice and consent for collection, use, and disclosure of personal information

8. Client Acknowledgment: Client's signature and date, confirming accuracy of provided information and understanding of privacy notice

What sections are optional to include in a Real Estate New Client Intake Form?

1. Additional Decision Makers: Section for co-purchaser or spouse information when multiple parties are involved in the transaction

2. Current Property Information: Details about client's current property if they are also selling or if relevant to their purchase

3. Mortgage Pre-Approval: Section for mortgage pre-approval details if client has already secured financing

4. Investment Property Details: Additional section for clients interested in investment properties, including investment goals and experience

5. Corporate Information: For clients purchasing through a corporation, including corporate structure and beneficial ownership information

6. Foreign Buyer Information: Additional information required for non-resident buyers, including immigration status and foreign buyer tax considerations

What schedules should be included in a Real Estate New Client Intake Form?

1. Schedule A - Required Documentation Checklist: List of required documents client needs to provide (ID, proof of funds, pre-approval letter)

2. Schedule B - Service Agreement Terms: Standard terms and conditions of service provided by the real estate professional

3. Schedule C - Privacy Policy: Detailed privacy policy explaining how personal information will be handled

4. Schedule D - Fee Schedule: Breakdown of any applicable fees or commission structures

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Jurisdiction

Canada

Publisher

Genie AI

Document Type

Intake Form

Sector

Employment

Cost

Free to use
Relevant Industries

Real Estate

Legal Services

Financial Services

Property Management

Construction and Development

Investment Management

Professional Services

Relevant Teams

Real Estate Sales

Legal

Compliance

Client Relations

Operations

Risk Management

Administrative Support

Business Development

Transaction Processing

Relevant Roles

Real Estate Agent

Real Estate Broker

Property Manager

Real Estate Lawyer

Compliance Officer

Client Relations Manager

Real Estate Administrator

Business Development Manager

Real Estate Transaction Coordinator

Branch Manager

Operations Director

Legal Counsel

Risk Management Officer

Industries
Personal Information Protection and Electronic Documents Act (PIPEDA): Federal privacy law governing the collection, use, and disclosure of personal information in commercial activities. Essential for client intake forms to ensure compliance with privacy requirements.
Real Estate and Business Brokers Act (REBBA): Provincial legislation (varies by province) that regulates real estate transactions and the duties of real estate professionals. Determines what information must be collected from clients.
Proceeds of Crime (Money Laundering) and Terrorist Financing Act: Federal law requiring real estate professionals to verify client identity and report suspicious transactions. Influences what identification information must be collected in intake forms.
Consumer Protection Act: Provincial legislation protecting consumers in business transactions, including real estate. Affects disclosure requirements and client rights information in intake forms.
Electronic Commerce Act: Provincial legislation governing electronic signatures and documents. Relevant if the intake form will be completed and signed electronically.
Land Registration Reform Act: Provincial legislation governing the registration and transfer of real property. Influences what property information needs to be collected.
Human Rights Code: Provincial legislation ensuring non-discrimination in housing and real estate transactions. Affects how questions in the intake form must be framed to avoid discrimination.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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