by EmilyLegal Checklist for Freelancers Before Onboarding Clients
Freelancers often focus on creative output, timelines, and client satisfaction — but neglecting legal protections can lead to serious consequences. Whether you're a freelance writer, designer, accountant, or consultant, having the right legal documents and understanding before onboarding clients is essential to protect your work, finances, and reputation.
At FreelancerBridge, we equip independent professionals in law, finance, and consulting with the tools to build sustainable freelance businesses. This guide provides a comprehensive legal checklist for freelancers, helping you create a strong foundation before any project begins.
Long Description: Legal Checklist for Freelancers Before Onboarding Clients
1. Have a Written Contract Ready (No Verbal Agreements)
Why It Matters:
A contract clearly outlines the responsibilities, scope, payment, deadlines, and expectations. Without one, you're exposed to misunderstandings, delayed payments, or legal disputes.
Key Clauses to Include:
Scope of Work (SOW)
Deliverables
Timeline or milestones
Payment terms (amount, frequency, method)
Revision limits (if applicable)
Termination policy
Confidentiality/NDA (if needed)
Intellectual property rights
Make sure both you and the client sign the agreement before starting.
2. Define Payment Terms Clearly
What to Include:
Total project fee or hourly rate
Deposit or upfront payment (recommended: 30%–50%)
Due dates and late payment penalties
Accepted payment methods (bank transfer, PayPal, Stripe, etc.)
Refund policy (if any)
Pro Tip:
Set a clause that states work begins only after the first payment is received.
3. Clarify Ownership and Copyright
Who owns the final product?
This is crucial for freelance writers, designers, developers, and consultants.
Typical options:
Work-for-hire: Client owns the full rights after payment.
Licensed usage: Client uses the work, but you retain copyright.
Joint ownership: Rare, but possible for collaborations.
Always include a copyright clause in your contract to avoid disputes over IP ownership.
4. Ensure NDA or Confidentiality Agreement if Handling Sensitive Info
If you’ll access:
Financial records
Legal documents
Product roadmaps
User data
...ask for a Non-Disclosure Agreement (NDA) or include a confidentiality clause in your contract.
It protects both you and the client from data leaks or IP theft claims.
5. Use Legal Invoicing Practices
Ensure your invoices:
Include business name, address, contact info
Are numbered for tracking
Specify payment due dates and methods
Reflect the same currency and terms as agreed
Optional but useful:
Add late fee clauses (e.g., 2% monthly interest after 7 days overdue)
Automate invoicing through platforms like Bonsai, QuickBooks, or Zoho
6. Collect and Store Client Information
Before onboarding, gather:
Client’s full legal name and business name
Official business address
Email and phone number
Project contact (if different)
Billing information
Why? For:
Contract validity
Invoicing accuracy
Legal recourse if disputes arise
7. Prepare a Scope of Work (SOW) Document
You can include this in the contract or make it a separate document.
A good SOW includes:
Project goals
Deliverables and formats
Number of revisions or rounds
Communication schedule
What’s not included (to avoid scope creep)
Use case:
If you’re a freelance marketer offering 5 social media posts/month, the SOW should exclude extra ad campaigns unless requested separately.
8. Decide on Jurisdiction and Dispute Resolution
Every contract should mention:
Which country/state laws apply
How disputes will be handled (e.g., mediation, arbitration, court)
This avoids confusion if your client is international. Choose a jurisdiction that favors your business location if possible.
9. Confirm Tax Responsibilities and Invoicing Requirements
Depending on your location:
Do you need to charge GST/VAT?
Are you required to issue e-invoices or e-bills?
Do you need the client’s GST/VAT number?
Consult a local tax advisor or accountant to ensure:
You’re complying with freelance tax rules
You collect and remit the correct taxes
You report international payments correctly
10. Use a Professional Email Signature and Document Branding
Add legal professionalism with:
A branded email footer (your name, role, links)
A business logo on documents
Consistent formatting across contracts and invoices
This enhances credibility and reflects your commitment to business best practices.
11. Include a Cancellation and Refund Policy
Freelancers often face scope cancellations, sudden delays, or client no-shows.
Protect your time and income by adding:
Minimum notice period for cancellation (e.g., 5 business days)
Refund eligibility (e.g., no refund after project begins)
Payment for work already done
This sets expectations and prevents tension if things don’t go as planned.
12. Address Communication and Availability
Before onboarding:
Define working hours
Response time expectations (e.g., “within 24 hours on weekdays”)
Preferred communication channels (email, Slack, Zoom)
This helps clients respect your time and prevents burnout.
13. Keep a Legal Folder for Each Client
Organize:
Signed contracts
SOWs
Invoices and receipts
NDAs
Email chains with key approvals
Use cloud storage like Google Drive or Dropbox, with version control. This is crucial if legal proof is ever needed.
14. Optional: Professional Liability Insurance
Consider:
Errors & Omissions insurance for legal, finance, or consulting freelancers
Cyber liability insurance if handling sensitive digital data
This gives peace of mind if a client claims damages or files legal action.
15. Use Proposal Software with Legal Templates
For efficiency, platforms like:
HelloBonsai
Proposify
AND.CO
…let you create reusable legal templates for:
Contracts
NDAs
Proposals
Payment terms
This speeds up onboarding and ensures consistency.
Conclusion
Being legally prepared isn't optional—it’s essential for building a sustainable and professional freelance career. A well-documented, secure onboarding process builds trust, reduces risk, and protects your income. Legal clarity upfront avoids conflict and creates a smooth, professional client experience.
At FreelancerBridge, we empower freelancers in regulated and high-trust industries like law, finance, and consulting. Use this legal checklist before onboarding your next client to work with confidence and peace of mind.
