Client Onboarding Checklist

General business guidance only, not legal advice. Contract, invoicing, and data protection requirements vary by country; check with a qualified professional for your situation.

Why Onboarding Matters

The first week of a project sets the tone for everything after. A smooth onboarding tells your client, "You're in good hands." A messy one creates doubts, delays, and endless email threads. Use this checklist for every new client, and adapt it as you learn what your projects need.

Stage 1: Agreement Signed (Day 0)

• [ ] Written agreement signed by both sides, covering scope, deliverables, timeline, revisions, payment terms, ownership of work, and how changes are handled.

• [ ] Signed copy saved in the client's project folder.

• [ ] Deposit invoice sent with clear due date and payment methods.

• [ ] Client's billing details confirmed: legal company name, address, tax number (if needed), accounts contact.

• [ ] Purchase order number requested if the client uses them.

Stage 2: Payment and Admin (Days 0–2)

• [ ] Deposit received before work begins (or as agreed in your contract).

• [ ] Client added to your accounting or invoicing tool.

• [ ] Project folder created with consistent naming (e.g. ClientName_Project_Year).

• [ ] Project added to your calendar and task list, including all milestones.

• [ ] Time tracking set up for the project (even for fixed-price work, it helps you price future projects).

Stage 3: Welcome (Days 1–2)

• [ ] Welcome email sent, including:

  • A thank-you and enthusiasm for the project

  • Project summary and key goals (in their words)

  • Timeline with milestones and review dates

  • What you need from them, and by when

  • How and when you'll communicate (e.g. weekly update every Friday)

  • Your working hours and typical response time

  • Who to contact for what

• [ ] Shared folder or workspace created and access sent.

• [ ] Communication channel agreed (email, a shared project tool, or a messaging app). Keep it to one main channel where possible.

Stage 4: Gather Materials (Days 2–5)

• [ ] Intake questionnaire sent (goals, audience, competitors, preferences, examples they like and dislike).

• [ ] Brand assets collected: logos, fonts, colors, brand guidelines.

• [ ] Existing content collected: copy, images, past reports, data.

• [ ] Access granted to accounts and tools you need (website admin, analytics, social accounts). Use the client's own user-invite features rather than asking for passwords where possible.

• [ ] Login and access details stored securely (a password manager, not a spreadsheet or email).

• [ ] Missing items list sent with a friendly deadline.

Stage 5: Kickoff Call (Days 3–7)

• [ ] Agenda sent at least a day before.

• [ ] Introductions of everyone involved and their roles.

• [ ] Goals and success measures reviewed.

• [ ] Scope confirmed: what's included and what's not.

• [ ] Timeline walked through, including review dates.

• [ ] Decision-maker confirmed: who gives final approval?

• [ ] Feedback process agreed: how many review rounds, how feedback is collected (one consolidated document is ideal).

• [ ] Risks and questions discussed.

• [ ] Summary email sent within 24 hours with decisions, actions, and owners.

Stage 6: Work Begins (Week 1–2)

• [ ] Project plan or task board shared (optional, if helpful to the client).

• [ ] First weekly update sent: what's done, what's next, anything you need.

• [ ] Early check-in on direction (a rough draft, wireframe, or outline) before investing heavily.

• [ ] Change requests logged with time and cost estimates, approved in writing before starting.

Stage 7: First Delivery

• [ ] Quality check done against the brief and your own checklist (spelling, links, file formats, sizes).

• [ ] Files named clearly and organized.

• [ ] Delivery message sent, explaining:

  • What's included

  • Key decisions and why

  • Specific questions you want feedback on

  • The deadline for feedback and the next step

• [ ] Review round tracked (e.g. "Round 1 of 2").

• [ ] Milestone invoice sent if the agreement includes one.

Stage 8: After the First Delivery

• [ ] Feedback received and summarized back to the client to confirm understanding.

• [ ] Revisions scheduled.

• [ ] Onboarding reflection noted: what went smoothly, what to improve for next time.

Copy-and-Paste Welcome Email

Subject: Welcome! Next steps for [project name]

Hi [Name],

Thank you for choosing to work together on [project]. I'm excited to get started.

Here's what happens next: 1. [Date]: kickoff call (calendar invite on its way) 2. [Date]: first draft / milestone 3. [Date]: feedback due 4. [Date]: final delivery

What I need from you by [date]: - [Item 1] - [Item 2] - [Item 3]

I'll send a short update every [day]. The best way to reach me is [channel], and I usually reply within [time] during [working hours].

Looking forward to it, [Your name]

Onboarding Tracker

Sample product from a Fora-made demo creator page. General business guidance only.