FREELANCE CLIENT ONBOARDING CHECKLIST
20 Steps from Signed Contract to First Deliverable
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PHASE 1: CONTRACT & PAYMENT (Steps 1–4)
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[ ] Step 1: Send contract for signature
    → Use your standard freelance contract with scope, timeline, revision policy, and payment terms spelled out clearly.
    → Tool: DocuSign, HelloSign, or a simple PDF you both sign.

[ ] Step 2: Confirm contract is signed by both parties
    → Don't start any work until you have a fully executed agreement.
    → Save a copy to your project folder immediately.

[ ] Step 3: Send deposit invoice
    → Standard: 50% upfront for projects under $5,000 / 25–33% for larger projects.
    → Include payment due date (typically 5–7 days from invoice).

[ ] Step 4: Confirm deposit payment received
    → Log the payment date and amount.
    → Send a brief payment confirmation email.
    → DO NOT begin substantive work until deposit clears.


PHASE 2: WELCOME & EXPECTATIONS (Steps 5–9)
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[ ] Step 5: Send welcome email within 24 hours of deposit
    → Introduce yourself properly (even if they already know you).
    → Summarize the project scope and timeline.
    → Include next steps so they know what to expect.

[ ] Step 6: Send welcome packet / client guide
    → Include: how you work, communication preferences, revision policy, what you need from them, and project timeline.
    → This document does a lot of heavy lifting — don't skip it.

[ ] Step 7: Set up shared project folder
    → Create a Google Drive, Dropbox, or Notion workspace.
    → Add subfolders: /Assets, /Deliverables, /References, /Contracts.
    → Share the folder link with the client.

[ ] Step 8: Set up project management board
    → Add tasks, milestones, and the project timeline to Trello, Asana, Notion, or your tool of choice.
    → Share access with the client if they want visibility.

[ ] Step 9: Send onboarding questionnaire
    → Even if you've done a sales call, a written questionnaire captures details you'll reference throughout the project.
    → Give them a 5–7 day deadline to complete it before the kickoff call.


PHASE 3: DISCOVERY & KICKOFF (Steps 10–14)
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[ ] Step 10: Collect all brand assets
    → Logo files (SVG, PNG), brand colors (hex codes), fonts (name + files), and brand guidelines if they exist.
    → Don't wait for the kickoff call — request these as soon as onboarding starts.

[ ] Step 11: Collect all necessary access credentials
    → Website CMS, social media accounts, email platforms, analytics tools — anything you need to do the work.
    → Store these securely (1Password, LastPass, or equivalent).

[ ] Step 12: Review questionnaire answers before kickoff call
    → Prepare 3–5 follow-up questions based on their answers.
    → Note any scope risks or ambiguities to address on the call.

[ ] Step 13: Run the kickoff call
    Agenda (45–60 min):
    - Confirm project goals and success metrics
    - Walk through deliverables and timeline
    - Agree on revision rounds and feedback process
    - Confirm communication channel and cadence
    - Review payment schedule
    - Answer any client questions

[ ] Step 14: Send kickoff call recap within 24 hours
    → Written summary of everything agreed on the call.
    → Confirm scope, timeline, milestones, and communication expectations.
    → Ask them to reply confirming the recap is accurate.


PHASE 4: PROJECT INFRASTRUCTURE (Steps 15–17)
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[ ] Step 15: Create project brief / north star document
    → Summarize: goals, target audience, key messages, deliverable specs, tone/voice, and any constraints.
    → This is your reference document throughout the project.

[ ] Step 16: Confirm all tools and channels are set up
    → Project management board: ✓
    → Shared folder: ✓
    → Communication channel (Slack, email, etc.): ✓
    → Credentials collected: ✓

[ ] Step 17: Schedule check-in milestones on the calendar
    → Book mid-project check-ins now, not when you think you'll need them.
    → Add final delivery date to both calendars.


PHASE 5: FIRST CHECK-IN (Steps 18–20)
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[ ] Step 18: Send 1-week check-in message
    → Status update: "Here's where we are, here's what's next."
    → Keep it brief. The point is proactive communication, not a novel.

[ ] Step 19: Deliver first working document or draft
    → This is the first thing the client sees — make it polished, not a rough dump.
    → Include context: what you made, why you made it that way, what feedback you need.

[ ] Step 20: Confirm feedback process with client
    → Remind them of the revision policy from the contract.
    → Give them a clear deadline for feedback (typically 5–7 business days).
    → Confirm the format for feedback (tracked changes, Loom video, written notes, etc.).


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ONBOARDING COMPLETE ✓

You've now set up the project for success. The client knows how you work, what to expect, and how to communicate. You have everything you need to deliver great work without chasing information mid-project.

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