Staff preparation · Word + PDF
Shelter intake and welcome checklist
Free editable shelter intake checklist and separate resident welcome sheet in Word and PDF, with fictional examples for your team to adapt.
Made to customize. Change the wording, add your shelter’s details, and share with your team. No account needed.
Staff intake checklist
For staff to use during arrival, orientation, and follow-up.
See a filled-in example
Fictional sample — replace the details before use.
Resident welcome sheet
For residents to keep. Includes starter wording for your services and next steps.
See a filled-in example
Fictional sample — replace the details before use.
Make your first copy
- Use the staff checklist during the welcome. Give the separate welcome sheet to the resident.
- Replace bracketed text with verified services, times, contacts, and your shelter’s concern process.
- Remove unavailable services, review the wording with your team, then print a clean resident copy.
Word and Excel files are editable and unlocked. PDFs are print copies. Save a master, then use a separate working copy.
Use the staff checklist to prepare and guide the welcome conversation; give the separate welcome sheet to the resident to keep. Replace its starter wording with your shelter's actual services, times, and contacts. These aids explain what happens next without becoming an eligibility assessment, consent form, or medical screen.
How to use it
- Before arrival, confirm the space and who will welcome the resident. Have current service information and communication support options ready.
- Introduce yourself, explain the immediate next step, and ask what would help the person take part in the conversation.
- Explain daily services, privacy, belongings, getting help, and how to raise a concern. Use the resident welcome sheet as a take-away.
- Record agreed follow-up in the approved system, identify the responsible staff member, and check that the resident knows who to approach.
FICTIONAL EXAMPLE
Make the next step specific
- Welcome
- Casey introduces themself and offers a quieter place to explain the evening routine.
- Immediate support
- The resident requests a larger-print schedule. Casey provides it and points out where to ask for further support.
- Follow-up
- Jordan will check in after breakfast. The resident receives the welcome sheet with the front desk location and service times.
What the terms mean
- Welcome checklist
- A staff workflow aid. It is not a consent form, medical screen, or determination of eligibility.
- Resident welcome sheet
- A short, editable explanation of your actual services, contact points, and next steps.
Adapt it to your shelter
Replace all service times and contact placeholders with your facility's verified details. Follow your local intake, consent, safeguarding, accessibility, and HMIS procedures; this template does not prescribe them.
Published by ShelterCurrent · Web guidance updated .
Downloads prepared September 8, 2026 · Version 1.1.
Sources and further reading
These references provide context. The downloads are original ShelterCurrent templates, not official forms or endorsed materials.
Connect the welcome to an arrival
These files support your staff conversation and resident orientation. If arrival lists and bed assignments are kept separately, compare how the ShelterCurrent intake workflow brings placement and the surrounding work together.
Explore the ShelterCurrent demo with fictional data. No account is required.