When Should the Client Intake Form be Started?

The client intake form contains valuable information to properly onboard and serve a new customer. However, when and how to distribute these forms requires some strategy. Starting the process too early may overwhelm clients when they haven't committed yet or don't have enough context about your services. But waiting too long into the sales process can slow everything down once a deal is made. So when's the right time?

Build Excitement First

It can be tempting to send that 10-page intake packet as soon as someone shows interest in your services. However, the first touch should focus more on building excitement and intrigue than burying them in paperwork. Get them envisioning the results your service brings through stories and testimonials, then provide a hassle-free next step to move forward.

Include a Preview with Proposals

Proposal documents are a great opportunity to introduce pieces of your intake process without being too demanding upfront. Consider adding a 1-page "new client form preview" showing some of the basics like contact info, service expectations, and availability. This allows time for review while keeping momentum going if a deal is made.

Schedule the Full Form Strategically

Ideally, send the complete intake packet within 24 hours after a sale is finalized. The client is still excited from signing on yet ready to start moving the process forward. Be sure to give context on why the information is needed and what happens next. Providing a fixed date for an intro call is a helpful way to conclude things positively while avoiding delays.

Finding the right timing for your client intake process takes some refinement but is worth optimizing. Following this blueprint of building intrigue first, offering a preview within proposals, and scheduling the full form after a sale will set your client relationships up for success. Adjust as needed based on your business, but the sequence remains equally valuable across industries.