Why clients don't complete your forms (and how to get them to)

Client forms go unfinished way too many times. It’s actually one of the more common causes of delays and missed deadlines in any client-facing work. The good thing is that the problem is easy to fix once you know what’s causing it. 

In this post, we’ll go through the main reasons clients don’t complete your forms and how to solve each one. Let’s take a look!

Typical reasons clients don’t complete forms (and how to fix each)

There could be dozens of reasons why clients leave forms unfinished, from confusion to frustration to simple forgetfulness. In most cases, though, it comes down to a few predictable issues that appear again and again. Here are seven of the most common problems.

1. You’re using email

The first issue is dead simple: you might be using the wrong tool for gathering information and documents. Strange as it may sound, many firms still rely on email to collect information from clients. Though it might seem like an obvious choice, email back-and-forth is the most common cause of miscommunication because clients forget what they’ve sent while files get lost in long threads.

How to fix it

Switch from email questionnaires to a dedicated client data collection platform. For example, purpose-built tools like Content Snare enable you to create structured and trackable requests. Your clients can access forms with a single click and answer everything within the same platform, while you get to monitor progress at a glance.

Related: How secure is email? Hint: not secure enough

2. Asking too many questions

A quick way to lose client engagement is to overwhelm them with too many questions. When people see a long scroll bar suggesting 100+ fields, they’re likely to close the tab and just go do something else.

How to fix it

Keep your forms focused on the essentials. For instance, it’s best to ask only what’s necessary right now, and collect additional details later if needed. In addition, breaking larger requests into smaller sections makes the process much easier to follow. That way, clients see one step at a time instead of everything at once.

3. Auto-saving not provided

Few things frustrate clients more than losing their progress halfway through a form, and it’s a common reason they give up. For example, respondents’ answers might disappear when they accidentally close the tab or simply refresh the page. In each case, they probably won’t start over.

To make things worse, not all form builders are designed to solve this issue. Google Forms is a good example as it only auto-saves responses for logged-in users, and even then, drafts expire after 30 days. On the other hand, anonymous users lose everything the moment they close the window.

How to fix it

Choose a form tool that automatically saves progress as clients go. That way, they can pick up right where they left off, even if they close the browser or step away to take a break. Content Snare takes care of this automatically: every response is saved in real time, so clients never lose their work, and you never lose submissions to technical hiccups or browser timeouts.

4. No context or instructions

Only two things can happen when clients don’t understand your question: they’ll either skip it or send the wrong information. What you believe is a simple request can quickly cause confusion if you’re using business jargon or the terminology clients aren’t familiar with.

For instance, accountants will often ask a client to upload their P&L and BAS statements. While that makes perfect sense to accounting professionals, many clients won’t know what those terms mean or where to find the documents.

How to fix it

Provide short explanations or examples next to each question. A single line of context may as well save multiple follow-up emails. You can even include visual cues or reference files to show exactly what’s required:

Source: Content Snare’s form template library

5. Too many vague or open-ended questions

Vague or open-ended questions leave clients guessing, which almost always results in missing or incomplete information. The less specific your request, the more time you’ll spend following up to clarify what you actually need.

How to fix it

Be very direct and specific about what you need. Instead of general prompts, list the exact documents or details required. This is important because direct instructions make it easier for clients to respond correctly the first time. Here’s an example of how (not) to write your question:

• Don’t: Please upload your business documents.
• Do: Please upload your company registration certificate and last year’s financial statements (P&L and balance sheet).

6. No follow-ups and reminders

Even a super-responsive client is sometimes too busy to fill out a form. Without timely follow-ups, your requests quickly slip down their to-do lists, and you’re left chasing responses manually.

How to fix it

The solution is very simple: automate your follow-ups. Well-timed reminders keep requests top of mind and drastically improve completion rates. For instance, a recent survey reveals that Content Snare users spend 71% less time chasing clients for information.

This is possible thanks to Content Snare’s reminders that go out automatically based on your preferred schedule. You can use the default reminder setup with ready-made email templates or create your own branded versions with fully customized timing and messaging. Once it’s set, Content Snare keeps clients on track without any manual intervention whatsoever.

7. Fear of sharing sensitive information

Clients hesitate to upload personal or financial documents if they’re unsure how secure your system is, and it’s hard to blame them. Data breaches are getting more frequent every year, and reports show that more than half of businesses admit their IT departments lack the experience to manage complex cyberattacks. Without visible signs of strong data protection, even well-intentioned clients may delay or avoid sending what you need.

How to fix it

Use a secure client portal that prioritizes data safety and demonstrates it clearly. Visible trust signals and strong compliance standards reassure clients that their information is handled responsibly.

For example, Content Snare is ISO 27001 certified and uses bank-level encryption to protect every file and form submission. The system hosts each request on an access-controlled platform, giving your clients complete confidence that their data is safe from start to finish.

Final thoughts: Get clients to actually finish your forms

Timely form completion keeps projects moving and your team more productive. That’s why it’s important to make the data collection process frictionless and secure so clients never feel uncertain about what they need to do.

If you’d rather not spend time chasing responses, Content Snare can handle it for you. Our client portal guides clients step by step, saves progress automatically, sends reminders when needed, and keeps every document secure. The result is smoother collaboration and a better experience for everyone involved.

FAQ

What to do with my forms if clients aren’t tech-savvy?

If your clients aren’t tech-savvy, choose a tool that makes the process feel intuitive even for people who rarely use digital systems. For instance, Content Snare features a simple interface that walks clients through each question, one at a time, so they never feel overwhelmed. 

How is Content Snare different from traditional form builders?

Unlike standard form tools, Content Snare is made specifically for secure client data collection. It combines safe document uploads, automatic reminders, and branded portals in one place.