Client onboarding checklist: what to collect before starting

When this guide helps

Use this guide if any of these situations sound familiar:

Every new project leads to several extra emails asking the client for more materials.
You have the file, but the teammate who needs it cannot open it.
One missing item holds up the whole team, even though some tasks could continue.

Create a materials checklist with due dates and a person to contact for each item. Separate essentials from things that can wait, then use the template to send one clear request to the client.

What you can leave with

Before starting the project, see which materials and permissions you have, what is missing, and whom to ask. Separate essentials for the first task from items that can wait.

Open the template or tool ↓

Before you begin

Open the accepted proposal and identify the first task. Ask the teammate doing it which files and access they need. Those answers become your request to the client.

What to use and what it costs

The checklist should answer “Can we start the first task?” Use our spreadsheet if you do not already have project software. In Trello, track the job on a card; assigning people and dates to individual checklist items requires Standard.

Options for this workflow
Tool and when it fits	Price and conditions
Google Sheets ↗ Items, owners and dates in one sheet without another system.	No additional subscription if you already have a suitable Google account. Assumes your existing account and storage. Your team maintains records and due dates. Source and terms
Trello Free ↗ One card per job, with a card member and overall due date.	USD 0 · up to 10 collaborators and 10 boards per Workspace. Cards with an assignee and due date suit this guide. Include client collaborators in the limit. Source and terms
Trello Standard ↗ Several checklist items with different assignees and dates.	USD 5/user/month billed annually, or USD 6 on monthly billing. Adds custom fields and assignees/dates for individual checklist items. Check guest billing. Source and terms

Prices and terms checked September 27, 2026, in the currency shown by the vendor. Quotes may vary by country; confirm your currency, tax and commitment before buying. Example budgets exclude any additional tax.

Budget for this job

Start with the spreadsheet or Free. Three Trello Standard users cost USD 180/year billed annually, or USD 18/month billed monthly. That buys task organization, not a guarantee of timely client materials.

Include your time and running costs →

Prepare the materials for the first task

0 / 4

Check off steps as you finish them. Progress stays in this browser; reset it below when you start again.

01
Open the checklist below and copy it for the job. Add the exact material, responsible person and date to the three starter items. Add only what the agreed first deliverable needs.
02
Mark each missing item blocking or nonblocking. A missing logo may not stop a site outline, but missing source data stops content migration. Record the distinction so the whole job does not stall unnecessarily.
03
Send one consolidated request using the template below. Give a delivery method and date for each item. Do not ask again for details already in the proposal or earlier conversation.
04
After delivery, the receiving person opens the file or service and checks usability before marking the item complete. Confirm the first task can start as a separate decision; the completion percentage does not make it for you.

Request the missing materials

Replace bracketed details and adapt the wording to the actual agreement. Use the button to select all text, then copy with your keyboard shortcut or browser menu.

Hi [name],

To prepare [first deliverable], we still need:
• [material] via [link / invitation] by [date]; we need this before [specific task].
• [material] by [date]; meanwhile we can continue with [task].

We already have [existing material], so no need to resend it. Let me know if a date is difficult and we can adjust the plan. Please do not email passwords; we will arrange an invitation instead.

Thanks, [name]

Template for your project

Open the CSV in Excel or import it into Google Sheets (File → Import, comma separator, UTF-8). Create a copy per project. Start with scope, file access, and the client contact. Add a supplier and due date, then add rows for anything else needed for the first task.

Checklist CSV Exceptions CSV Worked example Markdown

The person doing the work must confirm they have what they need for the first task. A high percentage of checked boxes is not enough.

Try a blocking exception

Synthetic job only. Nothing is saved. The receiver must check access from their own account.

Approved scope is traceableReceiver opened the required fileContact person is knownReceiver explicitly accepted the handover

Not ready: access is unverified.

Fictional example

In the fictional example, a teammate has some materials but cannot open a file needed for the first task. A contact for later approval is also missing, but that can wait. The checklist separates what needs fixing now from what can follow later.

What to keep on record

For each item, record who will supply it, by when, and which task needs it. If the date changes, you can see what work it affects.

What can go wrong

A client sending a link does not guarantee access. The teammate doing the work should open it from their own account. Keep passwords out of the checklist.

How to check it works

Look at the first planned task. Are all the necessary files and permissions available? If so, that part can start even if materials for later tasks are still missing.

Where to start today

List what the first task needs and send the client one consolidated request. Use the template above and leave out anything already supplied.