Welcome Packet
Set the tone for a professional relationship from day one.
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Send welcome email with next steps and timeline
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Share project brief / scope document
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Send signed contract and payment schedule
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Set up shared communication channel (Slack, email thread, etc.)
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Share project management board access (Notion, Asana, Trello)
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Create shared folder for assets and deliverables (Google Drive, Dropbox)
Welcome Email Template
Hi [Client Name],
Thank you for choosing to work together! I am excited to bring [Project Name] to life. Below are the next steps to ensure we hit the ground running:
- Kickoff Call: I have scheduled our kickoff meeting for [Date & Time]. During this call, we will walk through the project scope, timeline, and any questions you may have.
- Shared Workspace: I have set up a shared folder for all project assets. You can access it here: [link]
- Communication: For day-to-day updates, we will use [Slack / email / other]. I will respond to messages within [timeframe] during business hours.
- Payment: As agreed, the first payment of [amount] is due by [date]. I have attached the invoice for your records.
If you have any questions before our kickoff, do not hesitate to reach out. Looking forward to working with you!
Best regards,
[Your Name]
Project Brief Template
Define the scope, deliverables, and milestones before work begins.
Deliverables
Brand Assets Needed
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Logo files (SVG, PNG, EPS)
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Brand colors (hex codes)
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Typography / font files
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Brand guidelines document
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Existing content / copy
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Photos / images / illustrations
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Login credentials / access
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Other assets (specify in notes)
Project Milestones
| Milestone | Due Date | Status |
|---|---|---|
| Discovery & Kickoff | ||
| Strategy / Planning | ||
| First Draft / Prototype | ||
| Client Review — Round 1 | ||
| Revisions | ||
| Client Review — Round 2 | ||
| Final Delivery | ||
| Post-Project Review |
Communication Expectations
Align on how, when, and where you will communicate throughout the project.
Communication Channels
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Primary communication:
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Secondary / quick updates:
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File sharing:
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Video calls:
Response Times
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General messages responded within
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Urgent matters responded within
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Feedback / approvals returned within
Meeting Schedule
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Weekly check-in:
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Milestone review calls:
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Ad-hoc calls booked via:
Feedback Guidelines
Good Feedback
"The headline font feels too heavy for the light aesthetic we discussed. Could we try a lighter weight, maybe 400 or 500? Also, the CTA button blends in — can we make it stand out more with the brand gold?"
Vague Feedback
"I don't really like it. It doesn't pop. Can you make it look more modern? Also, my business partner thinks the whole thing needs to be different. Just play around with it."
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Feedback should be specific, actionable, and reference particular elements
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All stakeholders consolidate feedback into a single document before sending
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Revision rounds are limited to the number specified in the contract
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New scope requests during revisions will be quoted separately
Payment Terms
Establish clear financial expectations and protect your cash flow.
Project Investment
Payment Schedule
| Payment | Amount | Due Date | Status |
|---|---|---|---|
| Deposit (50%) | |||
| Milestone Payment | |||
| Final Payment |
Payment Methods
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Bank Transfer / ACH / Wire
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PayPal
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Stripe / Credit Card
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Other (specify in notes)
Late Payment Policy
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Grace period of after the due date
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Late fee of applied after grace period
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Work paused after of non-payment
Important Clauses
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Intellectual property transfers only upon receipt of full payment
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Kill fee applies if the project is cancelled after work has begun
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Additional revision rounds beyond the contract are billed at the agreed hourly rate
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Portfolio usage rights retained by the freelancer unless otherwise agreed
By signing below, both parties acknowledge that they have reviewed and agree to the project scope, communication expectations, milestones, and payment terms outlined in this onboarding checklist. This document serves as a mutual understanding and supplements the formal project contract.