Client onboarding checklist

When to use this

The first fourteen days of any engagement, every time. This is when the client decides whether you're easy to work with, and almost all scope creep and disputes trace back to something that wasn't nailed down here. It's boring work, and it's the work that saves you later.

Why it works

The projects that go sideways usually fail in the first two weeks, not at the end. This checklist forces you to cover scope, what success looks like, how you communicate, and who actually approves things — before you've built anything. Once those four are agreed, the rest gets a lot easier.

How to customize

Adjust the kickoff agenda if your service category needs different questions.
Swap the tools (Asana, Notion, Slack) for whatever the client already uses. Don't make them adopt your stack.
Add or drop intake questions so they match your niche. A designer and a bookkeeper don't ask the same things.
Send the welcome email within one business day of the contract being signed. Speed here sets the tone.

# Client Onboarding Checklist ## Day 0: Contract signed and deposit paid - [ ] Welcome email sent - [ ] Intake doc sent - [ ] Kickoff call scheduled (within 7 days) - [ ] Shared workspace set up (Notion, Drive, or similar) - [ ] Communication channel confirmed (Slack, email, etc.) ## Welcome email template Subject: Welcome and next steps Hi [name], Excited to start working together. Here is what happens next: 1. I have shared an intake doc — please complete by [date]. 2. Our kickoff call is scheduled for [date and time]. 3. Workspace and access details: [link]. If you have any questions, just reply here. Looking forward to it. — [Your name] ## Intake doc questions - Business overview - Audience and customers - Goals and success metrics - Top 3 priorities for the next 90 days - Past attempts and what worked or did not - Brand guidelines and assets - Stakeholders and decision-makers - Tools you use (e.g., HubSpot, Notion, Slack) - Communication preferences and time zone - Any constraints (deadlines, budget, regulatory) ## Kickoff call agenda (60 minutes) 1. Quick intros (5 min) 2. Review intake responses (15 min) 3. Confirm goals and success metrics (10 min) 4. Walk through proposed approach and timeline (15 min) 5. Confirm communication norms (5 min) 6. Confirm stakeholders and approvers (5 min) 7. Agree on first deliverable and date (5 min) ## Communication norms to confirm - response time during business hours - urgent vs non-urgent flagging - preferred channel for daily messages - weekly review cadence - meeting frequency ## Success metrics to confirm - one-line definition of project success - key metric to move (if applicable) - delivery date and milestones - stakeholder approval process ## Days 1 to 7 actions - [ ] Send first deliverable (or discovery summary) - [ ] Confirm tools, accounts, and access - [ ] Share project schedule - [ ] Confirm review and approval workflow - [ ] Send first weekly status update ## Days 8 to 14 actions - [ ] First milestone review - [ ] Second weekly status update - [ ] Light feedback request - [ ] Confirm we are on track ## Common red flags during onboarding - delayed deposit - skipped or rescheduled kickoff - vague intake responses - unclear stakeholders - missed first review If two or more appear, address them directly before continuing. ## Onboarding closing email Subject: Quick onboarding wrap-up Hi [name], We are now wrapped on onboarding. To recap: - goal: [one line] - timeline: [milestones] - communication: [channel and cadence] - next deliverable: [date] I will send weekly updates every Friday. Thanks for the smooth kickoff — looking forward to the work ahead. — [Your name]

Client onboarding checklist

When to use this

Why it works

How to customize

The template

Looking for a place to use this?