name: new-client-intake-process-runner description: > Executes the full New Client Intake Process SOP — from creating the client record through building a tailored intake questionnaire to delivering a 3-email welcome sequence. Run when a signed contract is received. metadata: author: "Kathryn Brown, Practice Builders" version: "1.0.0" date: "2026-04-28" sop: "New Client Intake Process" category: "Client Onboarding" frequency: "Trigger-Based" estimated-time: "45 min" trigger: "When a signed contract is received"

New Client Intake Process — Runner

You are executing the New Client Intake Process SOP for an independent consultant. Without a structured intake, you enter your first client meeting without the information you need to run a clean kickoff. The engagement starts reactive — diagnosing on the fly instead of confirming a hypothesis — and the client's first impression is disorganization, not expertise.

Do not skip steps. Do not ask questions across multiple turns — collect everything upfront.

What you'll have when this is done: A complete client record in your project system, a sent and returned intake questionnaire tailored to the engagement type and industry, and a 3-email welcome sequence delivered — all before the first working session begins.

Step 1: Collect All Inputs

Gather the following from the user in a single prompt. Accept whatever detail level they provide. Flag gaps but keep moving.

Client record basics:

• Client name (company and primary contact)
• Contact info (email, phone, preferred communication channel)
• Engagement type (retainer, project, sprint, advisory)
• SOW reference or engagement summary (what you're doing, what you're not doing)
• Engagement start date / kickoff date
• Engagement duration
• Key deliverables (list the 2-5 main outputs the client will receive)

Questionnaire inputs:

• Client's industry vertical (e.g., "boutique consulting firm," "mid-market RIA," "regional CPA practice")
• Primary stated constraint (the problem that initiated the engagement)
• Any secondary signals from the sales process (things the client mentioned but didn't name as the main issue)
• What you already know from the sales process (so you don't re-ask it in the questionnaire)

Welcome sequence inputs:

• Client's preferred first name
• Something specific from the sales conversation to reference (a pain point they named, a goal they mentioned, a moment of recognition)
• Tools or platforms the client will need access to (with direct links if available)
• Pre-work needed before the kickoff (documents to share, systems to set up) — or "none"
• Your working cadence (weekly sessions, biweekly, etc.)
• Your communication channels (email for X, Slack for Y, calls for Z)
• Your response time commitment (e.g., "24 hours on business days")
• Your office hours / boundary policy (e.g., "No weekends unless emergency")
• Escalation protocol for urgent matters
• Your email signature block (or name + title to use as sign-off)

Step 2: Create the Client Record

Using the client record basics from Step 1, produce the project system entry:

Rule: Populate every field you have data for. Flag any blanks as [NEEDED — fill before kickoff].

Step 3: Build the Intake Questionnaire (Client Intake Questionnaire Builder — Condensed)

Using the client's industry, engagement type, and primary stated constraint from Step 1, generate a tailored intake questionnaire.

3a. Questionnaire Header

# [Engagement Type] Intake Questionnaire
**For:** [Client Name]
**Estimated time:** [X] minutes
**Purpose:** To help me prepare for our first session so we can focus on solutions, not background.

3b. Welcome and Instructions

Generate a 3-4 sentence introduction that thanks the client, states estimated completion time, explains what happens with their answers ("I'll review these before our first session so we can hit the ground running"), and sets a professional-but-not-clinical tone. No legal disclaimers or confidentiality notices.

3c. Section 1 — About Your Organization (3-5 questions)

Factual warm-up questions: company size/structure, how long in current state, the specific area the engagement touches, key people involved (names, roles, involvement level). These should take under 30 seconds each.

Format: Short answer or fill-in-the-blank.

3d. Section 2 — Current Situation (3-5 questions)

Where things stand today: what's working well in the engagement area, what's not working (specific pain points), what they've already tried, what triggered the decision to bring in outside help now.

Format: Open-ended with word count guidance ("2-3 sentences" or "a brief paragraph").

Key rule: The answer to "what have you already tried" tells you what solutions are off the table. Tailor this section to the engagement type and industry.

3e. Section 3 — Priorities and Expectations (2-4 questions)

What success looks like: top 3 priorities for the engagement (ranked), what "done well" looks like in 90 days, non-negotiables or constraints (budget, timeline, people), anything they explicitly do NOT want changed.

Format: Mix of ranked lists and open-ended.

This section surfaces misalignment before it becomes a problem. If their top priority doesn't match the SOW conversation, you'll know before the kickoff.

3f. Section 4 — Access and Logistics (2-3 questions)

Practical requirements: systems/tools/platforms you'll need access to, documents or data to prepare before the kickoff, scheduling preferences or constraints for working sessions.

Format: Checklist or short answer.

3g. Section 5 — Open-Ended Close

One final question: "Is there anything else you think I should know before we start? (No wrong answers here — even context that seems minor can be helpful.)"

3h. Closing Line

*Please return this completed questionnaire by [date — 48 hours from send]. I'll review your responses before our first session.*

3i. Questionnaire Quality Check (Internal)

Enforcement: Run all seven checks. Identify the weakest section. Rewrite it. Verify the rewrite improved the output. Present only the finished version.

Questionnaire rules:

• Keep to 12-18 questions total. More than 18 and completion rates drop sharply.
• Every question uses plain language. No jargon, no acronyms without definition.
• Include format hints for every open-ended question.
• Order from easiest to hardest — factual first, reflective last.
• Do not ask questions you should already know from the sales process.
• Tailor question language to the industry context provided.
• End with exactly one open-ended catch-all question.

Step 4: Review Returned Questionnaire

Before proceeding to the welcome sequence, confirm:

• [ ] Questionnaire sent to client with 48-hour response window
• [ ] Flagged as prerequisite for kickoff meeting
• [ ] Returned responses reviewed

If the questionnaire is incomplete: Follow up directly. Do not move to kickoff prep with gaps. Identify which sections are missing and send a targeted follow-up — not a generic "please complete the form" reminder.

Watch for:

• Clients who skip open-ended questions entirely — either too busy (shorten next time) or not yet invested (address in kickoff)
• Answers that contradict the SOW — stated priorities don't match signed scope. That's a kickoff conversation, not a questionnaire follow-up.

Step 5: Build the Welcome Sequence (Client Onboarding Welcome Sequence — Condensed)

Using the client's name, engagement start date, and primary constraint from Step 1, generate a 3-email onboarding welcome sequence.

5a. Email 1 — Welcome & What's Next

Send: Within 2 hours of signing Target length: 120-180 words

Structure:

• Opening (2 sentences): Personal, warm, names the specific engagement. Reference something specific from the sales conversation. Not generic "welcome aboard."
• What's happening (3-4 sentences): Name the engagement type, start date, and first three milestones. Be concrete: "In our first two weeks, we'll [specific deliverable 1] and [specific deliverable 2]."
• One action (1-2 sentences): "Please confirm the kickoff meeting for [date/time] works, or suggest an alternative."
• Close (1 sentence): Forward-looking, specific. "I'll send the logistics email tomorrow so you're fully set up before we start."

5b. Email 2 — Logistics & Access

Send: 24 hours after Email 1 Target length: 150-200 words

Structure:

• Opening (1 sentence): "Here's everything you need to be ready for our kickoff."
• Tools & access (bulleted list): Each tool gets: name, what it's for, and the specific action (create account, accept invite, bookmark link). Max 4 items. Provide direct links — not instructions to "go find" the tool.
• Pre-work (2-3 sentences): Anything needed before the kickoff with specific format and deadline. If no pre-work: "No prep needed — just show up."
• One action (1 sentence): "Reply to this email once you've completed the setup, or let me know if you hit any snags."
• Close (1 sentence): "Tomorrow I'll send one more email about how we'll communicate during the engagement."

5c. Email 3 — Working Together

Send: 24 hours after Email 2 (or morning of kickoff) Target length: 150-220 words

Structure:

• Opening (1-2 sentences): Frame as "the last thing before we start." Prevents friction, not bureaucracy.
• Communication cadence (2-3 sentences): How often you'll meet, what channels for what. Response time expectations with specific numbers: "I respond to emails within [X hours] on [days]."
• How decisions get made (2-3 sentences): Who approves what. Meeting vs. email. Escalation path.
• Boundaries (1-2 sentences): Office hours, weekend policy, emergency protocol. Direct and unapologetic.
• One action (1 sentence): "Reply 'Ready' and we're officially off and running."
• Close (1 sentence): Direct bridge to the kickoff — "See you [day] at [time]."

5d. Welcome Sequence Quality Check (Internal)

Enforcement: Run all six checks. Identify the weakest email. Rewrite it fully. Verify the rewrite is more personal and more specific. Present only the finished sequence.

Welcome sequence rules:

• Each email has exactly one call to action. Not two, not zero.
• Never use "Dear [Name]" — use "Hi [Name]" or the client's preferred greeting.
• Never mention contract, pricing, or payment terms.
• Keep each email under 220 words.
• Include engagement-specific deliverables by name — not "your project."
• Never promise specific outcomes. Promise process, structure, and access.
• Space emails 24 hours apart. Don't send all three at once.
• If tools require setup, provide direct links.

Step 6: Confirm Kickoff Alignment

Before assembling the final output:

• [ ] Kickoff date is locked with the client
• [ ] Kickoff date aligns with Engagement Kickoff Prep SOP trigger (3 business days prior)
• [ ] Intake questionnaire responses reviewed and gaps addressed

Step 7: Assemble Final Output

Present one unified document containing:

A. Client Record

The completed client record table from Step 2 with all populated fields and any [NEEDED] flags.

B. Intake Questionnaire

The full tailored questionnaire from Step 3 (header, welcome, all sections, closing line) — ready to send to the client.

C. Welcome Sequence

The 3-email sequence from Step 5, formatted as:

# Client Onboarding Welcome Sequence: [Client Name]
## [Engagement Type] | Start Date: [Date]

---

### Email 1: Welcome & What's Next
**Send:** Within 2 hours of signing
**Subject:** [Specific subject line]

Hi [Name],

[Body — 120-180 words]

[Signature]

---

### Email 2: Logistics & Access
**Send:** [Date — 24 hours after Email 1]
**Subject:** [Specific subject line]

Hi [Name],

[Body — 150-200 words]

[Signature]

---

### Email 3: Working Together
**Send:** [Date — 24 hours after Email 2]
**Subject:** [Specific subject line]

Hi [Name],

[Body — 150-220 words]

[Signature]

D. Delivery Checklist

E. SOPs to Trigger

• [ ] Engagement Kickoff Prep — trigger 3 business days before the first working session
• [ ] Quick-Win Sprint — queue for weeks 1-2 after kickoff
• [ ] Stakeholder Map Update — schedule a refresh after sessions 3-4

Quality Check

Rules

1. Collect all inputs in one pass. Do not scatter prompts across multiple turns. Ask once, flag gaps, keep moving.
2. Do not send a generic intake questionnaire. Calibrate the questions to the engagement type and industry or you'll spend the first session asking things the questionnaire should have already covered.
3. Do not treat the welcome sequence as optional. The gap between signed contract and first session is when buyers experience doubt. A structured welcome sequence holds the relationship during the handoff.
4. Every questionnaire question must produce information you'll act on in the first 30 days. If you can't name what you'd do differently based on the answer, cut the question.
5. Order questionnaire questions from easiest to hardest. Factual first, reflective last. The order determines the quality of answers.
6. Each welcome email has exactly one call to action. Not two, not zero. Multiple asks produce no action.
7. Never mention pricing, scope, or contract terms in the welcome sequence. Those are settled. Reopening them signals disorganization or distrust.
8. Space welcome emails 24 hours apart. Don't send all three at once — it overwhelms.
9. If the questionnaire comes back incomplete, follow up directly. Don't move to kickoff prep with gaps.
10. Watch for answers that contradict the SOW. If their stated priorities don't match the signed scope, that's a kickoff conversation — not a questionnaire follow-up.
11. Response times are numbers, not adjectives. "24 hours" not "timely." "Same business day" not "as soon as possible."
12. Escape dollar signs as \$ for Notion compatibility.
13. Flag inferred details. If a detail was inferred rather than stated, mark it [INFERRED — verify].

Copyright (c) 2026 Kathryn Brown, Practice Builders Licensed under the Practice Builders Skill License v1.0 See https://practicebuilders.ai/license for terms.

This skill is part of the Consulting Practice SOP Manual, a Practice Builders product. Redistribution, resale, or derivative use without written permission is prohibited.