A client intake checklist and a complete handoff example
GrantFlex | www.grantflex.com

CLIENT INTAKE CHECKLIST
Use one copy per client and project. Mark unknowns as pending; give each an owner and date.
Save this TXT file in your preferred document editor to edit it. Share only with the intended client team.

Client / project:
Prepared by / date:
Workspace:

[ ] CLIENT AND PERMISSIONS
Collect: Organization name, applicant type, location, workspace owner, main contact, and permission to use each document and any AI assistance.
Confirmed information:
Source / date / location in source:
Open question:
Owner / due date:
Approval / date:

[ ] PROJECT AND NEED
Collect: Who the work serves, the need, activities, dates, location, capacity, and the person who can confirm these facts.
Confirmed information:
Source / date / location in source:
Open question:
Owner / due date:
Approval / date:

[ ] FUNDING AND BUDGET
Collect: Total cost, requested amount, committed and pending support, line-item assumptions, and the finance reviewer.
Confirmed information:
Source / date / location in source:
Open question:
Owner / due date:
Approval / date:

[ ] EVIDENCE
Collect: Approved outcomes, source document and date, relevant page or section, definitions behind each metric, and any facts still missing.
Confirmed information:
Source / date / location in source:
Open question:
Owner / due date:
Approval / date:

[ ] APPLICATION REQUIREMENTS
Collect: Original funder URL, eligibility, questions, word or character limits, attachments, AI rules, deadline, and time zone.
Confirmed information:
Source / date / location in source:
Open question:
Owner / due date:
Approval / date:

[ ] REVIEW AND DELIVERY
Collect: Writer, program and finance reviewers, final approver, internal review dates, export format, and the person who will submit.
Confirmed information:
Source / date / location in source:
Open question:
Owner / due date:
Approval / date:

HANDOFF COVER NOTE
Client / project / opportunity:
Draft version and date:
Files delivered:
Facts verified and sources checked:
Outstanding questions (owner and due date):
Program approval:
Budget approval:
Final approval:
Submission owner / deadline / time zone:
Submission receipt location (after submitting):

FINAL REVIEW
[ ] Correct client workspace and permitted source material
[ ] Current eligibility, deadline, questions, limits, attachments, and AI rules checked
[ ] Every outcome claim supported; historical results separated from future targets
[ ] Request and other funding reconcile to the budget; pending support labeled
[ ] Names, dates, placeholders, and comments reviewed
[ ] Client commitments approved and final version identified
[ ] Submission owner has the complete package and will retain the receipt

This is a preparation checklist, not an application or approval by a funder.

Guide and fictional example:
https://www.grantflex.com/solutions/grant-writers