How do I ask a client for a document?

The most professional way is to use a client portal. Instead of a simple email, send a link to a dedicated portal with a checklist item for each document you need. This is clearer for the client and keeps everything organized for you. It avoids the back-and-forth of email.

How do I receive large files from clients?

Email is not suitable for large files. The best method is a client portal or a dedicated file transfer service. A client portal is superior because it keeps the large files organized within the context of the specific project, rather than having scattered download links.

What is the most secure way to collect documents from clients?

The most secure method is a client portal that uses encrypted storage, like Cliently. It avoids the security risks of sending sensitive documents as email attachments, which can sit in inboxes for years. A dedicated portal provides a secure, auditable trail for every file.

October 30, 2023 • 5 min read

How to Collect Documents from Clients, Made Easy

The phrase "Could you send me that file again?" is a death knell for productivity. The initial phase of any project—collecting brand assets, content, and credentials—is often the most frustrating. It can become a chaotic mess of email attachments, broken cloud links, and endless follow-ups. There is a much better way.

Step 1: Define Everything You Need Upfront

Before you even send your first request, create a comprehensive checklist of every single item you need from the client. Be specific. Don't just say "Logo," say "High-resolution logo in SVG format." This clarity prevents back-and-forth later and is the first step in a flawless client onboarding process.

Step 2: Use a Centralized Tool to Collect Documents from Clients

This is the most critical step. Instead of asking clients to email you files, provide them with a single, secure place to upload everything. A client document collection portal like Cliently gives your client one link and one to-do list. They upload the files directly to the checklist item, so nothing gets lost. This is how you professionally collect documents from clients.

Step 3: Automate Your Follow-ups

Don't rely on your memory to nudge the client. A good system will show you exactly what's outstanding and allow you to send a polite, professional reminder with a single click. This saves you time and prevents awkward "Just checking in" emails.

The Result: A Faster, More Professional Process

By switching from email to a dedicated file collection system, you'll not only get what you need faster, but you'll also project an image of extreme professionalism. This is a core part of the 5 Steps to a Flawless Client Onboarding Workflow.