Documents Checklist

Standard reference list of documents across every project phase, from pitch to closure.

Importance — how critical the document is to the project's integrity Requirement — whether it's mandatory, optional, or simply recommended Internal — for agency use External — shared with client/vendor

01Pitch7 document types

Subtotal on server — Internal: 77 · External: 94 · Total: 171

S.No.	Document	Importance	Requirement	On Server	Category
1	RFP / Brief received from client	Critical	Mandatory	31	External
2	Pitch strategy deck	High	Mandatory	29	Internal
3	Pitch presentation (final deck)	Critical	Mandatory	27	External
4	Competitive / market research	Medium	Optional	18	Internal
5	Credentials / case studies deck	Medium	Recommended	22	External
6	Cost estimate / pitch budget	High	Mandatory	30	Internal
7	NDA (pre-pitch)	High	Optional	14	External

02Onboarding & Contracting5 document types

Subtotal on server — Internal: 27 · External: 97 · Total: 124

S.No.	Document	Importance	Requirement	On Server	Category
8	Signed contract / MSA	Critical	Mandatory	28	External
9	Statement of Work (SOW)	Critical	Mandatory	34	External
10	Client onboarding form	Medium	Mandatory	27	Internal
11	Vendor / legal compliance docs	Medium	Recommended	16	External
12	Insertion orders (IOs)	High	Optional	19	External

03Internal Kickoff & Requirements5 document types

Subtotal on server — Internal: 139 · External: 0 · Total: 139

S.No.	Document	Importance	Requirement	On Server	Category
13	Creative brief	Critical	Mandatory	33	Internal
14	Project charter / kickoff notes	High	Mandatory	26	Internal
15	Resource plan	Medium	Recommended	20	Internal
16	Timeline / project schedule	High	Mandatory	31	Internal
17	Internal budget sheet	High	Mandatory	29	Internal

04Execution & Production6 document types

Subtotal on server — Internal: 143 · External: 65 · Total: 208

S.No.	Document	Importance	Requirement	On Server	Category
18	Concept / creative decks	High	Mandatory	64	Internal
19	Storyboards / scripts / design layouts	High	Mandatory	58	Internal
20	Media plan	High	Mandatory	25	External
21	Production estimates	Medium	Recommended	21	Internal
22	Vendor contracts / POs	Medium	Optional	23	External
23	Legal / compliance clearances	Critical	Mandatory	17	External

05Approvals4 document types

Subtotal on server — Internal: 85 · External: 49 · Total: 134

S.No.	Document	Importance	Requirement	On Server	Category
24	Internal approval sign-off	High	Mandatory	40	Internal
25	Client approval / sign-off documents	Critical	Mandatory	37	External
26	Revision / feedback logs	Medium	Recommended	45	Internal
27	Legal / compliance approval	High	Optional	12	External

06Financial5 document types

Subtotal on server — Internal: 29 · External: 189 · Total: 218

S.No.	Document	Importance	Requirement	On Server	Category
28	Client estimate / quote	High	Mandatory	30	External
29	Purchase order from client	Critical	Mandatory	26	External
30	Vendor invoices	Medium	Mandatory	72	External
31	Client invoices	Critical	Mandatory	61	External
32	Revenue / billing reconciliation	Medium	Recommended	29	Internal

07Finalization & Delivery6 document types

Subtotal on server — Internal: 70 · External: 49 · Total: 119

S.No.	Document	Importance	Requirement	On Server	Category
33	Final approved creative / copy	Critical	Mandatory	27	External
34	Delivery / handover note	Medium	Mandatory	24	Internal
35	Final client sign-off	Critical	Mandatory	22	External
36	Post-campaign report	Medium	Recommended	15	Internal
37	Project closure summary	Medium	Recommended	18	Internal
38	Archived asset package	Low	Optional	13	Internal