An intake call is a preliminary conversation, typically lasting 15 to 30 minutes, designed to gather foundational information. It serves as an initial screening where an organization can quickly understand a person’s background, motivations, and basic qualifications. This first step in a multi-stage process allows both parties to decide if it makes sense to proceed before committing more time and resources.
The Purpose of an Intake Call
The purpose of an intake call is to be an efficient screening mechanism. For an organization, it helps qualify individuals by ensuring they meet basic requirements before moving to a more detailed process like a formal interview. This saves time and resources by filtering out those who are not a good fit early on.
The call is also a two-way evaluation. While the organization gathers information, the individual can learn about the role or service being offered. This allows them to ask questions and determine if the opportunity aligns with their goals, establishing a shared understanding before moving forward. The call is designed to be a fact-finding session, not a final decision-making one.
Common Industries That Use Intake Calls
Recruiting and Human Resources
In recruiting, an intake call is a foundational step in the hiring process. Recruiters use these short calls to understand the nuances of a job description that may not be apparent in writing. For a candidate, this call is a pre-screening to verify their experience, skills, and interest in the position. It allows the recruiter to build a profile of the candidate beyond their resume and assess their communication skills before presenting them to the hiring team.
Legal Services
Law firms and legal aid organizations use intake calls to manage new client inquiries. When a potential client calls, a paralegal or intake specialist will conduct a brief interview to gather the basic facts of their case. This includes understanding the nature of the legal issue, key dates, and the parties involved. The purpose is to determine if the case falls within the firm’s area of practice and to conduct a preliminary conflict check before deciding if the firm can offer representation.
Sales and Marketing
Within sales and marketing teams, an intake call is often referred to as a discovery or qualification call. When a potential customer expresses interest in a product or service, a sales representative will initiate this conversation. The goal is to understand the prospect’s needs, challenges, and budget. This information helps the representative determine if their offering is a viable solution and qualifies leads to ensure sales efforts are focused on prospects with a genuine need.
Healthcare and Therapy
In healthcare and therapeutic settings, the intake call is the first point of contact for a new patient. A therapist or an administrative professional will speak with the individual to understand their primary concerns, their history with the issue, and what they hope to achieve. This conversation helps the provider assess if their specialty aligns with the client’s needs and explain their approach to care. It is also a time to discuss logistics like scheduling and insurance.
What to Expect During an Intake Call
An intake call typically follows a predictable structure, beginning with introductions. The representative from the organization will introduce themselves and their role, and they will likely provide a brief overview of the company and the purpose of the call. This sets the stage for the conversation and helps to establish a professional rapport. You will then be asked to provide a summary of your background or the reason for your inquiry.
The majority of the call will be dedicated to the organization asking you targeted questions. In a recruiting context, these questions will likely revolve around your resume, specific experiences, and your motivations for applying for the role. For legal or sales calls, the questions will be more focused on the details of your situation or business needs. The goal of this portion is for the organization to gather the necessary facts to determine if you meet their preliminary criteria.
Following the organization’s questions, you will almost always be given an opportunity to ask your own. This is a part of the two-way evaluation process. It is your chance to clarify any uncertainties you have about the role, the company, the service, or the process. Having thoughtful questions prepared demonstrates your engagement and helps you gather the information you need.
The call will conclude with a discussion of the next steps. The representative will inform you about the timeline for their decision-making process and what you can expect to happen next if you are selected to move forward. This might include a more formal interview, a request for additional information, or a scheduled follow-up meeting.
How to Prepare for an Intake Call
Preparation begins with researching the organization and, if possible, the person you will be speaking with. Review the company’s website, recent news, and social media presence to understand its mission, culture, and current activities. This context helps you tailor your answers and ask more insightful questions, showing you have a genuine interest in the opportunity.
Next, review your own relevant information. If the call is for a job, have your resume in front of you and be prepared to speak about the experiences listed there in more detail. If it is for a service, have all the necessary documents and details related to your situation organized and accessible. This allows you to answer questions accurately and without hesitation.
Developing a list of questions to ask is another preparation step. Think about what information you need to determine if this opportunity is the right fit for you. Your questions should be specific and demonstrate that you have done your research. For example, instead of asking “What does the company do?” you could ask about a specific project or a recent company announcement.
Clarify your own goals for the conversation. Know what you want to get out of the call and what you consider a successful outcome. Whether it is to learn more, secure a second interview, or get a clear answer on a specific issue, having your own objectives in mind will help you stay focused during the conversation.
Key Differences from Other Types of Calls
An intake call is distinct from a formal job interview in its depth and purpose. While a job interview is an in-depth evaluation of your skills, experience, and cultural fit, an intake call is a preliminary screening. It is designed to cover the basics and confirm that you meet the minimum qualifications for a role. The questions are more high-level, and the conversation is shorter and less formal than a structured interview.
It is also different from a direct sales pitch. Although an intake call in a sales context is meant to qualify a lead, it is not a high-pressure pitch to close a deal. The focus is on discovery and understanding the potential client’s needs to see if there is a mutual fit. A hard sales pitch, on the other hand, is focused on persuasion and convincing the customer to make a purchase.
The call should not be mistaken for a full consultation. In fields like law or therapy, the intake call is a preliminary step to gather basic information. A full consultation involves a much deeper dive into the specifics of a case or a client’s issues, often leading to professional advice or a detailed plan. The intake call simply determines if it is appropriate to schedule such a consultation.