FREELANCE PROJECT DELIVERY CHECKLIST Project Start → Delivery → Close Brought to you by SoloStack — solostack.madethis.app ===================================================== Use this checklist on every project. 20 items. Never miss a step. ===================================================== PHASE 1: PROJECT START (Items 1–7) ===================================================== □ 1. Contract signed and deposit received Confirm: Both conditions met before any work begins. No exceptions. □ 2. Kickoff document sent and confirmed by client Client has reviewed and acknowledged the project scope, timeline, and deliverables. □ 3. Creative brief completed Includes: project goal, target audience, tone/voice, references or examples, success criteria. Template language: "Before beginning, please confirm the creative brief is accurate. If anything needs adjustment, please let me know within [X] business days." □ 4. Project scope document shared with client Explicitly states: - What IS included - What is NOT included - Number of revision rounds: ___ - What constitutes a revision vs. new work - Change order policy □ 5. Project timeline and milestones confirmed Milestone 1: ___________ (due: ___) Milestone 2: ___________ (due: ___) Final delivery: ___________ Client approval due dates noted. □ 6. Access and materials received All logins, files, brand assets, or reference materials received from client. Outstanding items (if any): ___________ Follow-up sent: □ Yes □ N/A □ 7. Project folder / workspace set up Files organized. Tools configured. Ready to start. ===================================================== PHASE 2: DELIVERY (Items 8–16) ===================================================== □ 8. First milestone completed on time Delivered by: ___________ Delivery note sent: □ Yes □ 9. Weekly status update sent (Week 1) TEMPLATE: --- Subject: [Project Name] — Weekly Update [Date] Hi [Client Name], Quick update on where things stand: ✅ Completed this week: - [Item 1] - [Item 2] 🔜 Working on next week: - [Item 1] ❓ Open questions / items I need from you: - [Item, if any] Next check-in: [Date or scheduled call] [Your name] --- □ 10. Weekly status update sent (Week 2 / ongoing) Same format. Sent every [day of week]. □ 11. Milestone invoice sent (if applicable) Sent on delivery of milestone, not "when you remember." Invoice #: ___________ Amount: ___________ □ 12. Client feedback received on first milestone Received by: ___________ Feedback consolidated into one document before revisions begin. (No piecemeal changes — all feedback at once.) □ 13. Revisions completed within scope Revision round 1 of ___: ___________ If feedback exceeds scope, change order issued (see template below). □ 14. Change order issued (if applicable) CHANGE ORDER TEMPLATE: --- CHANGE ORDER #[XX] — [Project Name] Date: ___________ Client: ___________ Description of additional work: ___________________________________________ This work is outside the original project scope as defined in the agreement dated [date]. Additional cost: $___________ Revised timeline impact: + ___ days / No change This change order must be approved in writing before additional work begins. Client signature: _________________ Date: ___________ Your signature: _________________ Date: ___________ --- □ 15. Second revision round completed (if included in scope) Revision round 2 of ___: ___________ Final version confirmed by client: □ Yes □ 16. Final deliverables prepared for handoff Files named and organized per agreement. Format confirmed: [PDF / editable source files / web delivery / ___________] ===================================================== PHASE 3: PROJECT CLOSE (Items 17–20) ===================================================== □ 17. Final delivery sent to client Delivery method: [email / shared folder / file transfer / ___________] Delivery note template: --- Subject: [Project Name] — Final Delivery ✅ Hi [Client Name], Your project is complete! Here's everything: [Link or attachment] Included: - [Deliverable 1] - [Deliverable 2] - [Deliverable 3] Per our agreement, this completes the scope of work. Please review and let me know within [X] business days if anything needs attention. It's been a pleasure working with you. [Your name] --- □ 18. Final invoice sent Sent within 24 hours of final delivery. Invoice #: ___________ Amount: ___________ Due date: ___________ □ 19. Project closure document sent Confirms: final deliverables received, any access or account handoffs, project officially closed. Closure doc template: --- PROJECT CLOSURE — [Project Name] Date: ___________ This document confirms the successful completion of [Project Name] between [Your Business Name] and [Client Name]. Deliverables provided: □ [Deliverable 1] □ [Deliverable 2] □ [Deliverable 3] Access / accounts transferred: □ [Item, if applicable] □ [Item, if applicable] Final invoice: $___________ [Paid / Due by ___________] Thank you for the opportunity to work together. --- □ 20. Testimonial request sent (1–3 days after delivery) TESTIMONIAL REQUEST TEMPLATE: --- Subject: Quick favor — would you share your experience? Hi [Client Name], I'm so glad [Project Name] is complete and that you're happy with the result. If you have 5 minutes, I'd love a short testimonial — even 2–3 sentences about your experience working together. The most helpful testimonials mention: - What you were trying to accomplish - What working together was like - Any specific results or outcomes You can reply directly to this email, or use this link: [Google Form / Calendly / ___] No pressure at all — and thank you again for trusting me with this project. [Your name] --- REFERRAL ASK (same email or follow-up): --- P.S. — If you know any [type of client] who could use [your service], I'd love an introduction. I keep my client roster intentionally small, and the best clients usually come through people like you. --- ===================================================== REVISION POLICY TEMPLATE LANGUAGE (For contracts and scope documents) ===================================================== "This project includes [X] rounds of revisions. A revision round is defined as consolidated written feedback submitted within [X] business days of delivery. All feedback for a revision round must be submitted at once — piecemeal changes will be held for the next revision round. Changes to the original scope, creative direction, or deliverables as defined in this agreement are not included in the revision policy and will be billed as change orders at my standard rate of $[X]/hour or $[X] per change order." ===================================================== SCOPE CHANGE EMAIL SCRIPT (When a client asks for something outside scope) ===================================================== "Hi [Client Name], Thanks for the feedback — happy to add [requested item] to the project. Just a quick note: this falls outside the original scope we agreed on ([brief description of original scope]). I can take care of it, but it would be handled as a change order. Here's what that looks like: - Description: [what you'll do] - Additional investment: $[amount] - Timeline impact: [+X days / no change] If that works for you, I'll send over a change order to sign before I start. Otherwise, happy to keep the project moving as originally scoped and we can revisit this as a separate engagement. Let me know how you'd like to proceed. [Your name]" ----------------------------------------------------- NEXT STEP: Get pre-built versions of every document in this checklist at solostack.madethis.app/products Creative briefs, scope docs, change order forms, project closure docs — all pre-written. Customize once, use on every project. $19/month. -----------------------------------------------------