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Client Onboarding
Sending an NDA Email Template
An NDA protects both parties when sensitive information — business strategies, unreleased products, client lists, proprietary processes — needs to be shared before or during a project. Framing it as mutual protection rather than distrust is key to keeping the conversation comfortable.
When to send
Send the NDA before any substantive project discussion that involves confidential information. It should be one of the first documents in your onboarding sequence — before the scope of work and before the contract.
The Template
Subject: NDA for [Project Name] - Please Review and Sign
Hi [Client Name],
Before we get into the details of [project name], I'd like to put a mutual Non-Disclosure Agreement in place to protect both of our interests.
The NDA is attached. It's straightforward and covers:
- Confidentiality of information shared by both parties
- What constitutes confidential information for this project
- The duration of the agreement
Please review it and, if you're happy with the terms, sign and return it at your convenience. Once that's done, I'm ready to move forward with a full briefing.
Let me know if you have any questions about any of the clauses.
Best,
[Your Name]
Tips for Getting This Right
- Frame the NDA as mutual — it protects the client's information as much as yours. Mutual NDAs are less confrontational than one-way agreements.
- Keep the email short and matter-of-fact. An overly formal tone around an NDA can make clients unnecessarily anxious.
- Send before any briefing call where sensitive information will be discussed — not after.
- Use an e-signature tool to make signing fast and easy.
- If a client pushes back on specific clauses, be willing to discuss. An NDA negotiation is not a red flag — it's due diligence.
Common Mistakes to Avoid
- Sending the NDA after you've already discussed sensitive information — the protection only works if it's in place before the disclosure.
- Using a one-sided NDA that only protects the client — mutual NDAs are standard and more likely to be signed without pushback.
- Using overly aggressive or complex legal language — a simple, readable NDA gets signed faster than a 10-page legal document.
- Not following up if it doesn't get signed — an unsigned NDA provides no protection.
Frequently Asked Questions
Do I actually need an NDA for every project?
No — NDAs are most valuable when genuinely sensitive information is involved. For standard creative or development work where the client isn't sharing proprietary data, a solid contract with a confidentiality clause may be sufficient.
What's the difference between a mutual and a one-way NDA?
A mutual NDA protects both parties' confidential information. A one-way NDA protects only one party (usually the client). Mutual NDAs are more appropriate for freelance relationships since both parties may share sensitive information.
How long should an NDA last?
One to two years is typical for freelance projects. Some NDAs have no expiration date for certain types of confidential information, like trade secrets. The duration should reflect how long the information is likely to remain sensitive.
What if a client refuses to sign an NDA?
It depends on the reason. If they want to modify specific clauses, that's normal and worth discussing. If they refuse to sign any form of confidentiality agreement before sharing sensitive information, that's a red flag about how they approach professional relationships generally.