CLIENT ONBOARDING TEMPLATE
The Coven Girl Gang | Stuart Kerr Spindlow
Prepared 14 September 2026

An editable operating record for a freelance service project. Copy it into
your own document and replace the prompts. This is not a contract, legal
advice, regulated identity-check procedure or compliance assessment.
Do not store passwords, payment-card details or unnecessary personal data here.

PROJECT-START RECORD
Project and agreed scope version:
Freelancer and client contracting names:
Client contact / final approver:
Invoice recipient / purchase-order requirement:
Agreed start conditions and payment status:
First milestone / intended delivery date:
Communication channel / normal response window:

For each requirement record:
Item | Owner | Needed by | Status | Evidence or next action

Status: not requested / requested / received / checked / blocked / not applicable

Scope and terms:
Payment/start condition:
Brief and factual inputs:
Files and permissions:
System access, if needed:
Feedback and approval process:
Handover expectations:

Decision: ready / partly ready for named tasks / not ready
Open blockers and their effect:
Next action / owner / date:

INTAKE QUESTIONS
1. Which agreed problem and deliverables are we starting with?
2. Who will consolidate feedback, and who has final approval?
3. Which source materials and factual details are ready, and which are missing?
4. Which files or systems are needed, and who grants the appropriate access?
5. Which fixed dates, other suppliers or approvals affect delivery?
6. What must the final handover contain for the client to use the work?

WELCOME EMAIL
Subject: Starting [project]: next steps and first milestone

Hi [name],

Thanks for confirming [project / scope version].

The next action is [specific action] by [date]. Here is the project-start
record with the agreed scope, responsibilities and open items: [link].

Before I begin [delivery task], I need [required input] and confirmation
that [agreed start condition] is complete. Please do not email passwords;
use the agreed account-invitation or secure-access process if needed.

You will coordinate feedback, and [name/role] will approve the work.
The first milestone is [deliverable] on [date], assuming [dependencies].

Please send questions through [channel]. My normal response window is
[realistic working-hours window], rather than an immediate reply.

If an input will be late, let me know so we can agree the next workable date.

Thanks,
[name]

HANDOVER RECORD
Project / final scope version:
Final deliverables and file versions:
Who approved what / actual date / message reference:
Client's next action and owner:
Open issues, exclusions and continuing responsibilities:
Final invoice amount / issue date / due date / payment status:
Access to remove / owner / agreed timing:
Record-retention and project-copy handling under applicable duties/agreement:
Portfolio permission, if separately requested and granted:

FINAL CHECK
[ ] The record matches the agreed terms.
[ ] Requested, received and checked items are distinguished.
[ ] Open blockers name the affected task and next action.
[ ] Access and personal data are limited to the task.
[ ] No unsupported payment or approval is marked complete.
[ ] The client knows who acts next.

Related guidance:
https://thecovengirlgang.com/freelance/freelance-contract-checklist
https://thecovengirlgang.com/freelance/invoice-your-first-client
https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/data-protection-principles/a-guide-to-the-data-protection-principles/data-minimisation/

The template is a reusable resource, not evidence that a project has occurred.