How you start a project determines how it ends. Freelancers who skip onboarding steps find themselves chasing unclear briefs, dealing with scope creep, and waiting on late payments. A consistent onboarding process prevents all of it.

Here's the checklist to run through before starting any new client engagement.

Before You Start Work

Agreements & Admin

  • Contract signed by both parties
  • Deposit invoice sent and payment received
  • Project scope confirmed in writing
  • Timeline and key milestones agreed
  • Revision policy explained and acknowledged
  • Payment schedule confirmed

Project Setup

  • Primary point of contact identified (who approves work?)
  • Communication channel agreed (email, Slack, etc.)
  • Feedback timeline set ("I'll need feedback within X business days")
  • Project management tool or shared folder set up
  • Access to required accounts, assets, or logins received

Brief & Brand Assets

  • Creative brief or project brief received
  • Brand guidelines received (if applicable)
  • Existing assets received (logos, fonts, copy, photos)
  • Examples of what the client likes / doesn't like
  • Target audience defined

Why Each Step Matters

Contract + deposit first. Never start work without both. The contract protects you legally; the deposit confirms the client is serious. Clients who won't sign a contract or pay a deposit before work begins are clients who will cause problems later.

Identify the decision-maker. On larger projects, you might be talking to a project coordinator but need sign-off from a director. Find out early who has final approval authority. Feedback from someone who can't actually approve work causes endless revision loops.

Set feedback timelines upfront. Tell the client how quickly you'll need their responses to stay on schedule. Put it in writing. When their delay causes a project to run late, you'll have documentation showing why.

Get all assets before starting. Starting design work before you have the logo, or writing copy before you have the brand guidelines, means you'll have to redo work. Ask for everything upfront, even if you don't need it immediately.

Send a Welcome Email

Once everything above is in place, send a short welcome email summarizing:

This email takes 5 minutes to write and prevents 90% of project miscommunications. It also gives clients confidence that they've hired a professional.

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