================================================================ FREELANCE PROJECT KICKOFF CHECKLIST SoloStack | solostack.madethis.app/resources/freelance-project-management ================================================================ Use this checklist at the start of every new freelance project. Check off each item as you complete it. The Notes column is for client-specific details, file links, or reminders. ---------------------------------------------------------------- PHASE 1: PRE-KICKOFF (Before the client engagement begins) ---------------------------------------------------------------- [ ] 1. Contract signed and dated Action: Send contract, collect signature (DocuSign, HelloSign, or PDF). Do not begin work without a signed contract. Notes: ___________________________________________________ [ ] 2. Deposit received Action: Confirm deposit payment before starting. Typical: 25–50% upfront for projects over $1,000. Notes: ___________________________________________________ [ ] 3. Project scope documented in writing Action: Write out every deliverable by name. No vague language like "website design" — be specific: "5-page website (Home, About, Services, Blog, Contact)." Notes: ___________________________________________________ [ ] 4. Project timeline confirmed Action: Set start date, milestone dates, and final delivery date. Get client confirmation in writing. Notes: ___________________________________________________ [ ] 5. Communication channel agreed upon Action: Confirm preferred method (email, Slack, Notion, etc.) and your response time expectations. Notes: ___________________________________________________ [ ] 6. Revision rounds defined Action: Specify how many revision rounds are included (e.g., 2 rounds) and what happens when extras are requested. Notes: ___________________________________________________ ---------------------------------------------------------------- PHASE 2: KICKOFF CALL (During the first client call) ---------------------------------------------------------------- [ ] 7. Project brief reviewed together Action: Walk through the brief line by line. Ask for clarification on anything ambiguous. Notes: ___________________________________________________ [ ] 8. Success criteria defined Action: Ask: "How will you know this project was a success?" Document the answer. Notes: ___________________________________________________ [ ] 9. Decision-maker confirmed Action: Clarify who has final approval on deliverables. If it's not your main contact, note who it is. Notes: ___________________________________________________ [ ] 10. Feedback process agreed Action: Set expectation for written feedback only (no verbal-only change requests). Confirm turnaround time for client feedback (e.g., 3 business days). Notes: ___________________________________________________ [ ] 11. Asset handoff confirmed Action: List every asset the client needs to provide (logo, brand guidelines, existing copy, logins, etc.) and set a deadline for delivery. Notes: ___________________________________________________ [ ] 12. Invoice schedule confirmed Action: Recap the payment milestones: deposit, mid-project (if applicable), and final delivery. Notes: ___________________________________________________ ---------------------------------------------------------------- PHASE 3: POST-KICKOFF SETUP (Within 24 hours of kickoff call) ---------------------------------------------------------------- [ ] 13. Project folder created Action: Create a dedicated folder with subfolders: /briefs, /deliverables, /feedback, /invoices Notes: ___________________________________________________ [ ] 14. Kickoff call summary sent Action: Email the client a 5-bullet summary of what was agreed on the call. This becomes your reference document if anything is disputed later. Notes: ___________________________________________________ [ ] 15. Project tracker row added Action: Add this project to your master project tracker: client name, start date, deadline, budget, milestone dates, status. Notes: ___________________________________________________ [ ] 16. Timeline added to your calendar Action: Block delivery dates and milestone dates in your calendar. Add a 48-hour reminder before each. Notes: ___________________________________________________ [ ] 17. Welcome packet sent (if applicable) Action: Send your client welcome packet with: your process, communication expectations, revision policy, and what to expect at each project phase. Notes: ___________________________________________________ [ ] 18. Assets requested from client Action: Send a list of every asset you need from the client with a specific due date. Follow up if not received. Notes: ___________________________________________________ ---------------------------------------------------------------- PHASE 4: FIRST WEEK (During the first 5 working days) ---------------------------------------------------------------- [ ] 19. All client assets received and organized Action: Confirm you have everything you need to start work. If assets are missing, escalate immediately — do not wait until the day before a milestone. Notes: ___________________________________________________ [ ] 20. First working file created and versioned Action: Save your first working file with v1 in the filename. Never overwrite earlier drafts. Notes: ___________________________________________________ [ ] 21. First status update sent Action: Send a brief update after the first week: what you've started, what's on track, and any items you're waiting on from the client. Notes: ___________________________________________________ [ ] 22. Buffer days confirmed in timeline Action: Check your timeline has at least 20% buffer built in (e.g., if the project is 10 working days, 2 days of buffer minimum). Notes: ___________________________________________________ [ ] 23. Change request process document shared Action: If not included in the contract, send the client a one-paragraph note: anything outside the agreed scope will be quoted separately before work begins. Notes: ___________________________________________________ [ ] 24. Time tracking started Action: Log your hours from day one — even on flat-rate projects. This data improves your future estimates. Notes: ___________________________________________________ ================================================================ PROJECT HEALTH SCORE ================================================================ Rate yourself 1–5 on each dimension before execution begins. 1 = Not done / unclear. 5 = Fully documented and confirmed. [ ] Scope clarity 1 2 3 4 5 (Every deliverable named, no ambiguous language) [ ] Timeline clarity 1 2 3 4 5 (Start, milestones, and final delivery confirmed in writing) [ ] Budget clarity 1 2 3 4 5 (Total, deposit, and milestone payments confirmed) [ ] Communication plan 1 2 3 4 5 (Channel, response time, and feedback process agreed) [ ] Contract signed 1 2 3 4 5 (Signed copy in your folder before any work begins) TOTAL SCORE: ___ / 25 Score guide: 20–25: Green light. You're set up for a smooth project. 14–19: Proceed with caution. Address gaps before execution. Below 14: Pause and resolve before starting. Projects that begin with this score rarely end smoothly. ================================================================ Notes ================================================================ Client: _______________________________________________________ Project: ______________________________________________________ Start Date: ___________________________________________________ Hard Deadline: ________________________________________________ Budget: _______________________________________________________ Contract Location: ____________________________________________ Project Folder Link: __________________________________________ ================================================================ Download more free templates at: solostack.madethis.app/resources/freelance-project-management ================================================================