Introduction
Once a lead has been identified, the next step is to gather and document all required information. This process is known as lead intake.
Accurate and complete intake is essential. Without it, opportunities cannot be properly evaluated, and the risk of miscommunication, poor planning, and operational issues increases.
This lesson will teach you how to collect, verify, and organize information so that every opportunity entering the system is clear, complete, and usable.
What Is Lead Intake?
Lead intake is the process of:
- Collecting all relevant information about a potential opportunity
- Identifying missing or unclear details
- Organizing that information in a structured format
Why Lead Intake Matters
Incomplete or inaccurate intake leads to:
- Delays in decision-making
- Misaligned expectations
- Incorrect pricing assumptions
- Staffing challenges
- Increased operational risk
Accurate intake ensures:
- Clear understanding of client needs
- Efficient internal review
- Better decision-making
Required Information Checklist (Non-Negotiable)
Every lead must include the following:
1. Client Information
- Company or individual name
- Primary contact name
- Email and/or phone number
2. Service Type
- Event security
- Corporate security
- Patrol services
- Other (clearly defined)
3. Location
- City and venue (if applicable)
- Specific site details
4. Dates and Duration
- Start date
- End date
- Daily hours of coverage
5. Staffing Needs
- Estimated number of guards
- Peak guard count (if known)
- Supervisor requirements (if mentioned)
6. Scope of Work
- What the guards are expected to do
- Any special instructions or requirements
7. Budget (If Available)
- Any indication of budget or pricing expectations
8. Lead Source
- Where the lead came from (inbound, referral, event listing, etc.)
Key Rule
If required information is missing, the lead is incomplete.
How to Handle Missing Information
It is your responsibility to identify and address gaps.
Step 1: Identify Missing Details
Review the checklist and determine what is not provided.
Step 2: Ask Structured Follow-Up Questions
Use clear, professional language:
- “Can you confirm the dates and hours for coverage?”
- “How many guards are you expecting to need?”
- “Where will the event or service take place?”
Step 3: Do Not Make Assumptions
Never:
- Guess missing details
- Fill in information without confirmation
- Move forward with incomplete data
Communication Guidelines
When requesting additional information:
✔ Be clear and professional
✔ Ask direct questions
✔ Focus on gathering facts
Example Response
“Thank you for reaching out. To ensure we provide the most accurate support, I’d like to gather a few additional details about your request, including location, dates, and estimated staffing needs.”
Common Intake Errors to Avoid
- Accepting vague or incomplete requests
- Failing to ask follow-up questions
- Misrecording details
- Skipping required fields
- Escalating incomplete leads
Intake Quality Standard
Before moving a lead forward, confirm:
✔ All required fields are completed
✔ Information is clear and consistent
✔ No assumptions have been made
✔ Contact information is valid
Real-World Application
When you receive a lead:
- Review the information provided
- Compare it to the required checklist
- Identify missing details
- Ask follow-up questions
- Document the completed information
- Confirm readiness before escalation
Key Takeaway
Lead intake is one of the most important steps in the business development process.
By ensuring that all information is complete and accurate, you:
Strengthen the overall process
Improve efficiency
Reduce risk
Support better decision-making