BIGBEARS FREELANCE CLIENT INTAKE PACK
Version: 2026-07-13
Use before quoting, scheduling kickoff, or accepting a deposit.

1. CLIENT AND BUSINESS
- Client/company name:
- Primary contact and decision-maker:
- Website and business category:
- Billing contact:
- Preferred communication channel:

2. PROJECT GOAL
- What business result should this project produce?
- Who is the end user or audience?
- What is not working today?
- What would make this project a clear success?
- Is there a fixed launch, campaign, event, or regulatory deadline?

3. DELIVERABLES
List every required deliverable. Add quantity, format, size, platform, and language.
- Deliverable 1:
- Deliverable 2:
- Deliverable 3:
- Files or access the client must provide:
- Items explicitly excluded from this quote:

4. SCOPE CONTROL
- Number of concepts/options included:
- Revision rounds included:
- What counts as a revision?
- What counts as a new request or change order?
- Who can approve scope changes?
- Minimum change-order fee or hourly rate:

Suggested wording:
"This quote covers only the deliverables and revision rounds listed above. New deliverables, changed objectives, new formats, or requests made after approval will be estimated separately through a written change order. Work begins after the client approves the added cost and timeline."

5. CONTENT, ASSETS, AND ACCESS
- Who supplies copy, images, logos, data, and brand guidelines?
- Are licenses/permissions confirmed?
- Required accounts, logins, or collaborators:
- Latest date client materials must arrive:
- Delay rule if materials arrive late:

6. TIMELINE AND APPROVALS
- Proposed start date:
- Milestones:
- Client feedback deadline for each milestone:
- Final delivery date:
- Final approver:

Suggested delay wording:
"Delivery dates depend on timely access, assets, and consolidated feedback. Client delays move the schedule by at least the same number of business days and may require rescheduling."

7. PRICING AND PAYMENT
- Fixed fee / hourly / retainer:
- Deposit amount and due date:
- Milestone payments:
- Late payment rule:
- Expenses or third-party costs:
- Rush fee if applicable:

8. RED-FLAG CHECK
Pause before accepting the project if any answer is unclear.
[ ] No single decision-maker
[ ] Deadline exists but required materials do not
[ ] "Unlimited revisions" requested
[ ] Budget withheld after detailed scope discussion
[ ] Multiple stakeholders can add work without approval
[ ] Success depends on results outside your control
[ ] Client expects speculative work before agreement/deposit
[ ] Legal, compliance, data, or licensing ownership is unclear

9. PRE-QUOTE DECISION
[ ] Proceed with standard quote
[ ] Proceed only after clarification
[ ] Split into paid discovery + implementation
[ ] Add risk/rush/change-order buffer
[ ] Decline

10. CONFIRMATION
Client confirms that the project brief, deliverables, exclusions, timeline, feedback process, and payment terms above are accurate.

Client name:
Approval date:
Freelancer/provider:

Educational template only. Adapt it to your jurisdiction, contract, and professional requirements.

Related free guide:
https://blog.bigbears.me/2026/06/07/freelancer-client-intake-kit/