Client Onboarding Document Kit

A complete collection of 45 professional templates to manage client onboarding—from first enquiry to project commencement.

What’s included:

• Enquiry & Qualification: Lead forms, discovery calls, consultation records, and welcome letters.

• Client & Project Information: Client details, site records, document checklists and communication protocols.

• Briefing & Readiness: Specialized questionnaires, design preferences, budgets, timelines and risk assessments.

• Scope & Engagement: Service agreements, fee proposals, confidentiality, intellectual property and payment setup.

• Approvals & Commencement: Responsibility matrices, approval forms, decision trackers and commencement records.

Includes editable Word templates, PDF copies, a linked index, and a user guide, designed for architects, interior designers, consultants, and freelancers.

M Core control R Recommended O Optional * Required when applicable

Client Onboarding

01 Enquiry and qualification

01 Enquiry and lead capture — M
02 Discovery call agenda and record — R
03 Lead qualification and project fit — R
04 Conflict of interest review — M
05 Initial consultation confirmation — R
06 Client welcome letter — R

02 Client and project information

07 Client identity and billing details — M
08 Project and site information — M
09 Client document request checklist — M
10 Document receipt register — M
11 Existing conditions and access consent — M
12 Stakeholders and decision authority — M
13 Communication and meeting protocol — M

03 Briefing and readiness

14 Master project brief questionnaire — M
15 Residential architecture questionnaire — R
16 Commercial architecture questionnaire — R
17 Interior design questionnaire — R
18 Renovation questionnaire — M*
19 Freelance creative services questionnaire — R
20 Style and material preferences — R
21 Sustainability and special requirements — R
22 Regulatory and approval information — M*
23 Preliminary project assessment — R
24 Risk and constraint register — M
25 Budget and funding expectations — M
26 Program and timeline expectations — M
27 Project readiness checklist — M 

04 Scope and engagement

28 Scope deliverables and exclusions — M
29 Fee proposal and acknowledgement — M
30 Architectural services agreement — M*
31 Interior design services agreement — M*
32 Freelance design services agreement — M*
33 Confidentiality and information handling — R
34 Intellectual property acknowledgement — R
35 Photography and publicity permission — O
36 Client responsibilities acknowledgement — M
37 Design review and approval procedure — M
38 Payment and vendor setup — M

05 Approvals and commencement

39 Consultant and responsibility matrix — M*
40 Site and third-party authorization — M*
41 Client design approval form — M*
42 Decision and instruction tracker — M
43 Project commencement authorization — M
44 Handover to active project — M
45 Onboarding completion certificate — R