# DISCOVERY CALL CHECKLIST

> **Disclaimer — not legal advice.** This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use

**Lead:** [CONTACT NAME], [TITLE] at [COMPANY] | **Source:** [REFERRAL / WEBSITE / PLATFORM / OTHER]
**Call date / time:** [DATE, TIME, TIMEZONE] | **Length:** [30] minutes | **Format:** [VIDEO / PHONE]
**Your goal for this call:** understand the problem and decide together whether a proposal makes sense.

---

## 1. Before the call (15 minutes)

- [ ] Read the inquiry or intake form again: [KEY POINTS]
- [ ] Review their website, product or service and recent news
- [ ] Look up the person: role, how long at the company, shared contacts
- [ ] Note how they found you and what they have already seen of your work
- [ ] Prepare [2–3] relevant examples or case studies to mention if useful
- [ ] Write your rough budget range for this type of project: [CURRENCY] [LOW] to [HIGH]
- [ ] Send the calendar invite with the agenda below

## 2. Agenda (share at the start)

| Time | Section |
| --- | --- |
| 0–3 min | Introductions; confirm time available and the goal of the call |
| 3–18 min | Their situation, goals and what success looks like |
| 18–25 min | Scope, timeline, budget and decision process |
| 25–30 min | Your approach in brief, questions, next steps |

---

## 3. Questions

### Problem and context
- [ ] What prompted you to look for help now?
- [ ] What is the situation today, and what is not working?
- [ ] Have you tried to solve this before? What happened?
- [ ] What happens if you do nothing for the next six months?

### Goals and success
- [ ] In six months, what would make this worth it?
- [ ] How will you measure that? [METRIC]
- [ ] Who are you reporting results to internally?

### Scope
- [ ] What do you see as in scope? What is definitely out?
- [ ] What do you already have (content, assets, systems, team) and what is missing?
- [ ] Are there constraints: brand rules, technology, legal or compliance review?

### Timeline
- [ ] Is there a date this must be done by? Why that date?
- [ ] What happens if it slips?
- [ ] Any holidays, launches or freezes on your side to plan around?

### Budget
- [ ] "Projects like this usually fall between [LOW] and [HIGH] depending on scope. Where does that sit against what you had in mind?"
- [ ] Is the budget approved, or does it still need sign-off?
- [ ] Do you prefer a fixed fee, phased fee or ongoing monthly arrangement?

### Decision process
- [ ] **Who else is involved in deciding?** Should they join the next conversation?
- [ ] Are you speaking with other freelancers or agencies?
- [ ] When do you plan to decide?
- [ ] Does your company need a PO, supplier setup or its own contract?

### Fit
- [ ] How do you like to work: communication channel, frequency of updates?
- [ ] Who will give feedback and approve work day to day?

---

## 4. Notes

| Topic | What they said |
| --- | --- |
| Problem | [NOTES] |
| Success measure | [NOTES] |
| Scope in / out | [NOTES] |
| Deadline and reason | [NOTES] |
| Budget response | [NOTES] |
| Decision-makers | [NAMES, ROLES] |
| Competing options | [NOTES] |
| Working style | [NOTES] |

## 5. Red flags (tick any that apply)

- [ ] Wants detailed ideas, a sample or spec work before paying
- [ ] Budget well below range with no flexibility on scope
- [ ] Decision-maker unknown or unwilling to join
- [ ] Describes several previous freelancers as incompetent
- [ ] Deadline unrealistic and fixed
- [ ] Wants to start immediately but resists a deposit or contract
- [ ] Scope keeps expanding during the call

## 6. Fit score

| Criterion | Score 1–3 |
| --- | --- |
| Clear problem I can solve | [ ] |
| Budget in range | [ ] |
| Realistic timeline | [ ] |
| Decision-maker engaged | [ ] |
| Good working fit | [ ] |
| **Total (out of 15)** | **[ ]** |

Rule of thumb: [12+] propose; [8–11] clarify first; under [8] decline politely.

---

## 7. After the call (within 24 hours)

- [ ] Recap email sent with: what I heard, proposed approach in two or three lines, next step, proposal date
- [ ] Proposal due date: [DATE]
- [ ] Follow-up date if no reply: [DATE]
- [ ] Next call booked with additional decision-makers: [DATE]
- [ ] If not a fit: polite decline sent, with a referral where possible
- [ ] Lead status updated: [PROPOSAL / NURTURE / DECLINED]

**Recap email outline**

> Thanks for the time today, [NAME]. Here is what I heard: [PROBLEM], with success meaning [OUTCOME] by [DATE]. My suggested approach is [ONE OR TWO LINES]. Next step: I will send a proposal by [DATE]. If [OTHER DECISION-MAKER] should see it, let me know and I will include them.

---

### How to use this template

1. Do the pre-call research every time; it shortens the call and impresses the client.
2. Ask the budget and decision-maker questions on every call.
3. Take notes in the table so the proposal writes itself.
4. Send the recap within 24 hours, before writing the proposal.

*Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.*