Intake: from "hello" to a good-fit client
A restaurant asks "How many people? Any allergies?" before cooking. Intake is the set of questions you ask first, so you cook the right meal.
- Before this course: Freelancing: Find Clients, Contracts, Getting Paid (course 2.11). You already have an offer card, a project agreement and an invoice template. Now you build systems so you do not repeat the same work for every client.
- Intake is how every new inquiry gets the same first steps. It saves time and makes you look professional.
- A simple intake has three parts:
| Part | What it is |
|---|---|
| Inquiry form | A short form (Google Forms or similar) that asks what they need, by when, and their budget range |
| Fit check | You review the answers against your offer card and decide: yes, no or not now |
| Discovery call | A short call (15 to 20 minutes) to confirm scope and next steps |
- Good form questions: what result do you want, what is the deadline, what is your budget range, who decides, and have you hired someone for this before.
- It is fine to say "no" or "not now" to a project that does not fit. Offer a kind reply and, if you can, a referral.
- If you collect personal information in your form (name, email, phone), say what you will use it for and store it carefully. If you add the person to a mailing list, many countries require consent (in Canada, under CASL; see course 3.1 and In your country below).
- The federal law is PIPEDA. It sets 10 fair information principles (accountability, consent, limiting collection, safeguards and more). The regulator is the Office of the Privacy Commissioner (OPC).
- CASL covers commercial emails and texts. You need consent first: express (the person agreed) or implied (for example a purchase in the last 2 years or an inquiry in the last 6 months). You must be able to prove it.
- Source: OPC, 10 fair information principles: www.priv.gc.ca/en/privacy-topics/privacy-laws-in-canada/the-personal-i
- Source: ISED, Canada's anti-spam legislation: ised-isde.canada.ca/site/canada-anti-spam-legislation/en
- There is no single national privacy law for all businesses. The FTC enforces Section 5 of the FTC Act: if you make privacy promises, such as in a privacy policy, you must keep them.
- Every state has its own breach-notice law. Check the states where your customers live.
- Email follows the CAN-SPAM Act. No prior consent is needed, but use true sender details, say it is an ad, include a postal address and a clear opt-out, and honor opt-outs within 10 business days.
- Source: FTC, Privacy and Security (business guidance): www.ftc.gov/business-guidance/privacy-security
- Source: FTC, CAN-SPAM Act compliance guide: www.ftc.gov/business-guidance/resources/can-spam-act-compliance-guide-
- The Data Privacy Act (RA 10173) lets you process personal information only on a lawful basis, such as consent (Section 12). You must use reasonable organisational, physical and technical safeguards (Section 20). The regulator is the National Privacy Commission.
- The Data Privacy Act treats marketing aimed at named people as processing of personal data (Section 3). It needs a lawful basis, such as the person's consent (Section 12).
- Source: RA 10173 text: lawphil.net/statutes/repacts/ra2012/ra_10173_2012.html
- The Personal Information Protection Law (PIPL, 个人信息保护法) has applied since 1 November 2021. Consent must be voluntary, clear and informed. Sharing data with another party needs separate consent.
- A leak must be reported to the regulator and the people affected.
- Under the PIPL, using personal data for marketing needs a lawful basis, usually consent.
- Source: Personal Information Protection Law full text (CAC): www.cac.gov.cn/2021-08/20/c_1631050028355286.htm
- Source: E-commerce Law full text (CAC): www.cac.gov.cn/2018-09/01/c_1123362506.htm
- The Act on the Protection of Personal Information (APPI) applies. The regulator is the Personal Information Protection Commission (PPC).
- Some data leaks must be reported to the PPC: a first report within 3 to 5 days of discovery and a full report within 30 days.
- Emailing ads to people who have not agreed is generally banned (Act on Specified Commercial Transactions, Art. 12-3). There are exceptions, such as when the person asked for the email or is an existing customer.
- Source: PPC, Laws and Policies: www.ppc.go.jp/en/legal/
- Source: Act on Specified Commercial Transactions (English): www.japaneselawtranslation.go.jp/en/laws/view/3340/en
- The Personal Information Protection Act (PIPA) applies. The regulator is the Personal Information Protection Commission (PIPC).
- When collecting by consent you must tell the person the purpose, the items collected, the retention period and the right to refuse (Article 15). Tell affected people of a breach within 72 hours.
- The Network Act, Article 50, requires the recipient's express prior consent for for-profit ads sent by text, email and the like.
- Source: PIPA English text (KLRI): elaw.klri.re.kr/eng_service/lawViewContent.do?hseq=71740
- Source: Network Act, English text (KLRI): elaw.klri.re.kr/eng_service/lawViewContent.do?hseq=55570
- Open Google Forms or a similar free tool and start a new form named Work with me.
- Add 6 questions: name and email, what result they want, deadline, budget range, who decides, and how they heard about you.
- Add one line telling people what you will do with their information.
- Write your fit rules in a note: the types of project you take, your minimum budget and your time limits.
- Write three reply templates: yes (book a call), not now (suggest a later date), and no (kind reply, referral if you have one).
- Send the form to a friend and test it end to end.
- Check: a new inquiry gets a reply with one of the three templates within one business day, and you never start work without a call and an agreement.
Videos by other creators on YouTube, for reference. They are not made by or affiliated with The Future Market.
Read the video script
[Host] "Every new inquiry should get the same first steps."
[Text on screen: Form, Fit check, Discovery call] "A short form, a fit check, then a short call."
[Screen: form with deadline and budget questions] "Ask what result they want, the deadline, and the budget range."
[Host] "A kind 'no' or 'not now' is part of the system, too."
Build your inquiry form with six questions and write your three reply templates. Test it with one friend.
ClaudeStuck? Copy a ready-made prompt for Claude
Copy this, open Claude, paste it, and Claude will walk you through the lesson step by step.
For a grown-up: Claude is for adults (18+). Copy this, paste it into Claude, and use the answer to explain the lesson to your child.
I'm learning "Freelance Business: systems, taxes basics and steady clients" on The Future Market. Lesson 1: "Intake: from "hello" to a good-fit client". What the lesson teaches: - Before this course: Freelancing: Find Clients, Contracts, Getting Paid (course 2.11). You already have an offer card, a project agreement and an invoice template. Now you build systems so you do not repeat the same work for every client. - Intake is how every new inquiry gets the same first steps. It saves time and makes you look professional. - A simple intake has three parts: - Part - What it is - Inquiry form - A short form (Google Forms or similar) that asks what they need, by when, and their budget range - Fit check - You review the answers against your offer card and decide: yes, no or not now - Discovery call - A short call (15 to 20 minutes) to confirm scope and next steps The exercise I'm working on: Build your inquiry form with six questions and write your three reply templates. Test it with one friend. I'm stuck. Please: 1. Explain the main idea in plain, simple words with one everyday example. 2. Walk me through the exercise one small step at a time. Ask me what I've done so far before giving the next step. 3. Don't just give me the final answer. Help me do it myself, and check my work when I share it.
I'm a parent helping my child (about 8 years old) with a lesson called "Intake: from "hello" to a good-fit client" from the course "Freelance Business: systems, taxes basics and steady clients". Here's what the lesson says: A restaurant asks "How many people? Any allergies?" before cooking. Intake is the set of questions you ask first, so you cook the right meal. The activity: Build your inquiry form with six questions and write your three reply templates. Test it with one friend. Please explain this so an 8-year-old understands: short sentences, a fun everyday example, and no hard words. Then give me 3 simple questions I can ask my child to check they understood, and a way to do the activity together, one tiny step at a time.
Sources
- ISED Canada, Canada's anti-spam legislation (CASL): ised-isde.canada.ca/site/canada-anti-spam-legislation/en
Contracts you can reuse
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Invoicing and payment tracking system
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A pipeline for steady clients
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Business expenses and records (education only)
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Instalments, sales tax and tax planning (education only)
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Your monthly business check
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Final project
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Quiz
What is intake?
The same first steps every new inquiry gets: a form, a fit check and a short call.
Name two good questions for an inquiry form.
Any two of: result wanted, deadline, budget range, who decides, whether they hired someone before.
What is a change request?
A written note of what is new, the extra price and time, and the client's approval before the work starts.
Who generally owns copyright first?
The author, and a transfer must be in writing and signed (this is the rule in Canada and many other countries).
How long should you keep business records?
As long as your country's tax agency requires (in Canada, at least six years from the end of the last tax year they relate to).
What should a good receipt show?
The date, seller's name and address, your name and address, and a description of what you bought.
What year-end do self-employed individuals in Canada generally use?
December 31.
Where do you find your country's instalment due dates?
On your tax agency's website (in Canada: March 15, June 15, September 15 and December 15).
When might you have to pay income tax instalments?
When expected tax owing is above your country's limit (in Canada, more than $3,000 this year and in one of the previous two years).
When does a small supplier have to register for sales tax?
When revenue passes your country's threshold (in Canada, over $30,000 across four consecutive calendar quarters for GST/HST).
What should you do right after a happy finish?
Ask for a testimonial and a referral.
What four areas does the monthly check cover?
Money, pipeline, records and tax.
Final exam
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Certificate
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