Approval Email
Sent after you review the intake and BEFORE sending the contract)
Subject: Your Intake Review — Next Step Required
Thank you for submitting your Required Intake Form. I’ve reviewed the information you provided, and your project appears to align with my consulting practice and the type of issues where I can deliver meaningful value.
Before we proceed, please review the following:
1. This is a selective consulting practice.
Submission of the intake form does not guarantee acceptance. Your approval is based on the information you provided and my determination that a Diagnostic Consultation is appropriate.
2. The next step is the Diagnostic Consultation Agreement.
You will receive a formal agreement through my secure document system. Please review it carefully and accept it to proceed.
3. The Diagnostic Consultation Fee is $595.
Once the agreement is accepted, you will receive an invoice for the consultation fee. Payment is required before scheduling.
4. What to expect.
The Diagnostic Consultation provides a structured, professional assessment of your situation and outlines your viable next steps. It is a standalone service. If you choose to continue with ongoing consulting afterward, a separate Consulting Services Agreement will be required.
For additional context on how my intake and evaluation process works, you may review this page:
[Insert link to your “Start Here / Intake Explanation” unlinked page]
I will send the Diagnostic Consultation Agreement shortly.
Regards,
Ray A. Ransom, Ph.D.
State Licensed General Contractor & Roofing Contractor
Principal Consultant, Olson Moore Management, LLC
Invoice Description
(This text goes inside the $595 invoice)
Diagnostic Consultation — $595
This invoice covers the Diagnostic Consultation, a one‑time, limited‑scope professional service designed to evaluate your construction or real estate concern and provide clear, defensible next steps.
The Diagnostic Consultation may include:
• Review of documents, photos, or descriptions you provide
• Preliminary assessment of construction, permitting, or compliance issues
• Identification of risks, red flags, or areas requiring further investigation
• Advisory guidance on next steps, potential solutions, or corrective actions
This fee is non‑refundable once payment is submitted.
Payment is required before scheduling.
Ongoing consulting, site visits, document review, or project oversight are not included in this fee. If you choose to continue with additional services, a separate Consulting Services Agreement will be required.
Scheduling Instructions
(Sent AFTER payment is received)
Subject: Diagnostic Consultation — Scheduling Instructions
Your payment for the Diagnostic Consultation has been received. Thank you.
To schedule your consultation, please reply to this email with three (3) preferred appointment times over the next 5–7 days. I will confirm one of the times or propose an alternative if needed.
To ensure a productive consultation, please have the following ready:
• Any documents, photos, or reports relevant to your concern
• A brief summary of the issue you want to address
• Any deadlines, inspection dates, or contractor interactions that may affect timing
Once your appointment is confirmed, I will provide the meeting details.
I look forward to assisting you.
Regards,
Ray A. Ransom, Ph.D.
State Licensed General Contractor & Roofing Contractor
Principal Consultant, Olson Moore Management, LLC
Not Approved Email
(Use when the intake submission is not a fit)
Subject: Intake Review — Status Update
Thank you for submitting your Required Intake Form. After reviewing the information you provided, I’ve determined that your situation does not align with the scope of services I offer or the areas where I can provide meaningful value.
Because this is a selective consulting practice, I only accept projects where my expertise, licensing, and advisory structure are the right fit for the client’s needs. In this case, I will not be moving forward with a Diagnostic Consultation.
I appreciate your interest and wish you the best with your project.
Regards,
Ray A. Ransom, Ph.D.
State Licensed General Contractor & Roofing Contractor
Principal Consultant, Olson Moore Management, LLC
Post-Consultation Follow-Up Email
(Use after the diagnostic consultation to summarize next steps)
Subject: Follow‑Up from Your Diagnostic Consultation
Thank you for meeting with me for your Diagnostic Consultation. I appreciate the opportunity to review your situation and provide clarity on your next steps.
As discussed, here is a summary of the key points:
• Primary issues identified:
• Recommended next steps:
• Items requiring further investigation:
• Time‑sensitive considerations:
If you would like assistance implementing any of these recommendations, I offer ongoing consulting services under a separate Consulting Services Agreement. This includes advisory support, document review, contractor coordination, permitting guidance, and project oversight.
If you’d like to move forward, let me know and I will send the agreement and retainer instructions.
Regards,
Ray A. Ransom, Ph.D.
Olson Moore Management, LLC
Ongoing Consulting Invitation Email
(Use when a diagnostic client wants to continue with hourly consulting)
Subject: Next Step — Ongoing Consulting Agreement
Thank you for your interest in continuing with ongoing consulting services. To proceed, I will send you the formal Consulting Services Agreement, which outlines:
• The hourly rate of $350
• Minimum one‑hour billing
• Retainer requirements
• Scope of advisory services
• Limitations of liability
• Payment terms and expectations
Once the agreement is accepted and the retainer is received, I will begin work on your behalf.
Please confirm that you would like me to send the agreement now.
Regards,
Ray A. Ransom, Ph.D.
Olson Moore Management, LLC
Document Request Email
(Use when you need documents before or after the consultation)
Subject: Document Request for Your Consultation
To prepare for your Diagnostic Consultation, please provide the following documents:
• Plans, drawings, or sketches
• Photos of the issue or site
• Contractor proposals or estimates
• Inspection reports
• Permitting documents
• Any correspondence relevant to the concern
You may reply to this email with attachments or provide a secure link if the files are large.
Receiving these documents in advance allows me to deliver a more accurate and efficient assessment during your consultation.
Regards,
Ray A. Ransom, Ph.D.
Olson Moore Management, LLC
Retainer Request Email
(Use when a client is transitioning from diagnostic → ongoing consulting and needs to submit the $350 retainer)
Subject: Retainer Required to Begin Ongoing Consulting
Thank you for choosing to move forward with ongoing consulting services. To begin work on your behalf, a $350 retainer is required. This retainer is applied to the first hour (or fraction thereof) of consulting services.
Once the retainer is received, I will begin reviewing documents, coordinating next steps, and providing advisory support as outlined in the Consulting Services Agreement.
Approved Payment Methods:
• Zelle: Olsonmooreconsulting185
• ACH / Bank Transfer:
Account # 230220185
Routing # 267084131
• Bank Cashier’s Check payable to Olson Moore Management, LLC
(Work begins only after the cashier’s check has fully cleared.)
Please reply once payment has been submitted so I can confirm receipt and begin work.
Regards,
Ray A. Ransom, Ph.D.
Olson Moore Management, LLC
Before We Begin Checklist
(Send after scheduling OR include inside your Scheduling Instructions)
Subject: Before We Begin — Consultation Preparation Checklist
To ensure your Diagnostic Consultation is productive and efficient, please review the checklist below:
1. Be in a quiet, uninterrupted environment.
This allows us to focus on the details without distractions.
2. Have all relevant documents ready.
Examples include:
• Photos
• Plans or drawings
• Contractor proposals
• Inspection reports
• Permitting documents
• Correspondence related to the issue
3. Prepare a concise summary of your primary concern.
This helps us begin the consultation with clarity.
4. Have your questions written down.
This ensures we address everything important to you.
5. Understand the scope of the Diagnostic Consultation.
It provides:
• A preliminary assessment
• Identification of risks or red flags
• Recommended next steps
• Strategic direction
It does not include ongoing consulting, document review beyond the diagnostic, or project management.
6. Know that ongoing consulting requires a separate agreement.
If you choose to continue after the diagnostic, I will send the Consulting Services Agreement and retainer instructions.
I look forward to assisting you.
Regards,
Ray A. Ransom, Ph.D.
Please Confirm Receipt Email
Use when you send something important — contract, invoice, documents, etc.)
Subject: Please Confirm Receipt
I’ve sent the requested document(s) to you. When you have a moment, please reply to confirm that you received everything successfully.
If anything is missing or you have questions, let me know and I’ll address it promptly.
Regards,
Ray A. Ransom, Ph.D.
Olson Moore Management, LLC
Consultation Reminder Email
(Send 24 hours before the diagnostic consultation)
Subject: Reminder — Upcoming Diagnostic Consultation
This is a reminder of your scheduled Diagnostic Consultation.
Date:
Time:
Format: (Phone / Zoom / Video Call)
Please ensure you are in a quiet environment and have the following ready:
• Relevant documents or photos
• Your primary questions
• Any updates since our last communication
If you need to reschedule, please notify me as soon as possible.
I look forward to speaking with you.
Regards,
Ray A. Ransom, Ph.D.
Olson Moore Management, LLC
Close File Email (Inactive Clients)
(Use when a client stops responding or becomes inactive)
Subject: Status Update — Closing Your File
I haven’t heard back from you regarding the next steps in your consultation process. To maintain an organized workflow and ensure availability for active clients, I will be closing your file at this time.
If you wish to resume the process in the future, you are welcome to reach out. Depending on availability and the nature of your project, we can determine whether reopening the file is appropriate.
Thank you for your interest, and I wish you the best with your project.
Regards,
Ray A. Ransom, Ph.D.
Olson Moore Management, LLC
Case Opening Checklist
(Internal use — not sent to the client)
Use this to keep yourself organized when a new client is approved.
Case Opening Checklist (Internal Use Only)
1. Intake Review Completed
☐ Intake form reviewed
☐ Client approved or declined
☐ Approval Email sent
2. Contract Stage
☐ Diagnostic Consultation Agreement sent
☐ Contract accepted
3. Payment Stage
☐ Invoice sent
☐ Payment received
☐ Scheduling Instructions sent
4. Preparation Stage
☐ Documents requested (if needed)
☐ Documents received
☐ Before We Begin Checklist sent
☐ Consultation scheduled
5. Ready for Consultation
☐ Notes prepared
☐ Documents reviewed
☐ Consultation reminder sent
Consultation Summary Template
(Internal or client‑facing — used after the diagnostic)
Subject: Summary of Your Diagnostic Consultation
Thank you for meeting with me for your Diagnostic Consultation. Below is a summary of the key points we discussed:
1. Primary Issues Identified
•
•
•
2. Recommended Next Steps
•
•
•
3. Items Requiring Further Investigation
•
•
•
4. Time‑Sensitive Considerations
•
•
•
If you would like assistance implementing any of these recommendations, I offer ongoing consulting services under a separate Consulting Services Agreement.
Let me know if you’d like to proceed.
Regards,
Ray A. Ransom, Ph.D.
Case Closing Checklist
(Internal use — used when a client becomes inactive or completes service)
Case Closing Checklist (Internal Use Only)
1. Consultation Completed
☐ Diagnostic session completed
☐ Summary sent (if applicable)
2. Follow‑Up
☐ Post‑Consultation Follow‑Up Email sent
☐ Client responded / did not respond
3. Transition Decision
☐ Client moved to ongoing consulting
☐ Retainer received
☐ Consulting Agreement sent
— OR —
☐ Client inactive → Close File Email sent
4. File Closure
☐ All documents archived
☐ Notes updated
☐ Case marked closed
Retainer Confirmation Email
(Sent after the client pays the retainer for ongoing consulting)
Subject: Retainer Received — Ongoing Consulting Begins
Your retainer has been received. Thank you.
I will now begin work on your behalf, including document review, advisory support, and coordination as outlined in the Consulting Services Agreement.
If you have any immediate updates or documents you’d like me to review first, feel free to send them.
I will keep you informed as work progresses.
Regards,
Ray A. Ransom, Ph.D.
Olson Moore Management, LLC