Initiation & Vision
Client Intake
MyPMP
QMS Template
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π Initiation & Vision
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About the Client Intake template
A Client Intake captures the essential information about a new client and their request before work begins, creating a single record of goals, scope, budget, and key contacts. It replaces scattered emails and hallway conversations with a structured starting point, reducing miscommunication and setting clear expectations from day one.
It's part of My QMS, MyPMP's Quality Management System: fill it in online, personalize it with your name and logo, then export a clean, branded PDF. Your work auto-saves in your browser.
When to use a Client Intake
- βΈOnboarding a new client after a signed contract or accepted proposal
- βΈQualifying an inbound lead or discovery call to decide whether to proceed
- βΈKicking off a new engagement with an existing client for a separate project
- βΈHanding a project from sales to the delivery team without losing context
What a good Client Intake includes
- βClient and primary contact details, including decision-makers and billing contact
- βBusiness objectives and the problem the engagement should solve
- βScope summary, in-scope and out-of-scope items, and key deliverables
- βBudget range, target timeline, and any hard deadlines or constraints
- βExisting assets, systems, or access the team will need
- βSuccess criteria and how outcomes will be measured
What's inside this template
The interactive form above gives you:
Purpose / summaryScope / detailsApproach / bodyDeliverables / outcomesNotes & sign-off
Tips & common mistakes
- π‘Confirm who has authority to approve scope and sign off; misidentifying the decision-maker stalls projects later
- π‘Ask about budget and timeline early rather than at the end, so you can flag mismatches before committing
- π‘Capture what is explicitly out of scope, not just what is included, to prevent scope creep from unstated assumptions
How it works
- 1. Fill it in β type directly into the fields, tables and sections above.
- 2. Brand it β add your organization name and logo with the Branding button.
- 3. Export β print to PDF, or become a member to white-label and sync across devices.
FAQ
What should a client intake form ask?οΌ
It should cover contact and decision-maker details, business objectives, scope and deliverables, budget, timeline, required access, and how success will be measured. Keep it focused on what you need to price and plan the work accurately.
Who fills out a client intake, the client or the account manager?οΌ
Either works; clients often complete a self-serve form for lead qualification, while account managers fill it in during a discovery call for higher-value engagements. A hybrid approach lets clients answer basics and the team refine scope and budget together.
How is client intake different from a project charter?οΌ
Client intake gathers raw information about the client and their request before you commit, whereas a project charter formally authorizes the project and defines objectives, scope, and roles once you proceed. Intake feeds directly into the charter.
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