Should I start work before the deposit clears?

No — and it's easier to hold the line when it's framed as scheduling rather than distrust: 'the deposit books your slot; I'll start the moment it lands.' Starting early sets the project's true terms, whatever the contract says.

What if the client is slow sending materials?

That's why the materials list has a date and the contract ties their delays to the schedule. Nudge once warmly, then apply the clause as written: the timeline moves. You'll only have to do this once per client.

What belongs in a kickoff note?

The chosen scope restated, milestone dates, what you need from them by when, the working cadence, and how out-of-scope requests will be handled. One email, one screen — it becomes the reference point for the whole project.

Project kickoff checklist — start the project like the expert they hired

How to use it

Send the agreement the same day as the yes; sign before any work.
Invoice the deposit; booking is when it clears, and say so warmly.
Send the materials list with a due date — their delay moves the schedule, per the contract.
Confirm the single point of contact and what approval means.
Send the kickoff note (below) so the whole plan is visible in one place.

The checklist

BEFORE ANY WORK
☐ Agreement sent same day as the yes
☐ Agreement signed by both sides
☐ Deposit invoiced ([30–50]%) — booking confirmed when it clears
☐ Project folder / channel set up

CLIENT-SIDE SETUP
☐ Materials list sent with a due date (brand assets, content, access, examples)
☐ Single point of contact confirmed
☐ "What approval means" agreed (who, how, within how many days)
☐ Client-side responsibilities + dates on the shared schedule

ALIGNMENT
☐ Scope + option they chose restated in the kickoff note
☐ Milestone dates on both calendars
☐ First check-in scheduled
☐ Kickoff note sent (template below)

The kickoff note

Subject: [PROJECT] — we're on. Here's the plan.

Hi [NAME],

Signed, booked, and I'm genuinely excited about this one. Here's everything in one place:

THE PLAN
Scope: [Option they chose + one-line summary]
Milestones: [date] — [milestone]; [date] — [milestone]; [date] — delivery

WHAT I NEED FROM YOU BY [DATE]
- [Materials list]
(The schedule above assumes these by [DATE] — if they're tricky, tell me early and we'll adjust together.)

HOW WE'LL WORK
- Updates every [cadence] in [channel]
- Feedback + approvals from [CONTACT] within [X] business days
- Anything outside the scope above: I'll write it up as a quick change order so nothing gets weird

First milestone lands [DATE]. Let's go.

[YOU]

Why the ceremony matters

None of this is bureaucracy — it's the visible version of competence. Clients calibrate their behavior in week one: the freelancer who kicks off with a plan, dates, and a materials deadline gets treated like the expert; the one who 'just gets started' gets treated like an extra pair of hands. Same talent, different frame.

Common questions

Should I start work before the deposit clears?: No — and it's easier to hold the line when it's framed as scheduling rather than distrust: 'the deposit books your slot; I'll start the moment it lands.' Starting early sets the project's true terms, whatever the contract says.
What if the client is slow sending materials?: That's why the materials list has a date and the contract ties their delays to the schedule. Nudge once warmly, then apply the clause as written: the timeline moves. You'll only have to do this once per client.
What belongs in a kickoff note?: The chosen scope restated, milestone dates, what you need from them by when, the working cadence, and how out-of-scope requests will be handled. One email, one screen — it becomes the reference point for the whole project.

Go deeper: read the full guide on the blog.