Find the observable problem
Read the brief again and underline one symptom. “Trade show leads are stuck in a spreadsheet” gives you a place to start. Open your reply with that detail. If the cause is unclear, ask how many sheets exist and who decides whether two records are duplicates. The answer changes the estimate.
Describe an acceptance check
Offer a small first deliverable. “I’ll import 100 sample contacts. Together we’ll inspect ten records for phone number, owner and status.” The client can picture the handover and you know when the first stage is complete. Name the person supplying the file and say when your delivery clock starts.
End with one decision
Quote that stage and identify work that needs a separate estimate. Automation rules or team training can follow the import. Finish with a question the client can answer immediately. “Could you share the column headings, with the contact details removed?” is enough to move the conversation forward.
Turn a promise into a test
“I will fix the CRM” leaves the client to imagine the result. Say you will import twenty sample contacts, review duplicates with the sales lead and document the assignment rule. The sample becomes a shared first test. If fields are missing, you can decide whether to clean the data before the full import or change the scope.
End with a question that moves the work forward
Read the last line aloud. “What do you think?” makes the client invent the next step. Ask who can export the sample and review the first result on Thursday. This identifies two responsibilities and a date. Leave room for an alternative and record the reply in the brief so a colleague joining later knows what everyone agreed to.