Free template · Startups & Founders
Data Room Checklist Template
A data room checklist lists the documents investors expect to review during due diligence, grouped by area such as company, finance, legal, team and product, with who owns each one, its status and where it is stored. Preparing it before the fundraise speeds up diligence and avoids last-minute scrambling.
Who it's for: Founders preparing for a seed or Series A fundraise, and startups getting ready for an acquisition.
Free, no email needed. Google Sheets: download the .xlsx, then File > Import > Upload.
Preview
These are the real columns with example rows. Click Try it here to type your own rows and download them.
| Section | Document | Needed for | Owner | Status | Link | Notes |
|---|---|---|---|---|---|---|
| Company | Certificate of incorporation | Pre-seed | CEO | Ready | Folder 01-Company | |
| Company | Cap table | Pre-seed | CEO | Ready | Folder 01-Company | Includes option pool |
| Finance | Monthly P&L, last 24 months | Seed | CEO | Ready | Folder 02-Finance | Q1 includes one-off grant |
| Finance | 18-month financial model | Seed | CEO | Drafting | ||
| Legal | IP assignment agreements | Seed | CTO | Missing | Two contractors outstanding | |
| Customers | Top 10 customer contracts | Series A | Head of Sales | Missing |
What goes in each column
| Column | What goes in it | Example |
|---|---|---|
| Section | Company, Finance, Legal, Team, Product, Customers | Finance |
| Document | What investors need | Monthly P&L, last 24 months |
| Needed for | Pre-seed, Seed, Series A | Seed |
| Owner | Who prepares it | CEO |
| Status | Missing, Drafting, Ready, Shared | Ready |
| Link | Where it lives | Folder 02-Finance |
| Notes | Caveats to explain | Q1 includes one-off grant |
Why these columns: Diligence delays usually come from a few missing documents, often IP assignments and cap table details. A checklist with Owner and Status turns the data room from a scramble into a to-do list.
How to use it in 5 steps
- Filter Needed for to your round. A pre-seed data room is much smaller than a Series A one.
- Assign an Owner to every Missing document.
- Build the folder structure to match Section, so the Link column stays simple.
- Write Notes for anything unusual. Explaining upfront builds trust in diligence.
- Mark items Shared once an investor has access, so you know what each fund has seen.
Spreadsheet, dedicated software, or Notion?
| Option | Best for | Falls short when |
|---|---|---|
| This spreadsheet | Preparing and tracking what is ready | Does not host the files themselves |
| Virtual data room software | Late-stage rounds and acquisitions with access logs | Paid and heavy for early rounds |
| Notion version | Checklist linked to investors and the fundraise pipeline | Needs Notion |
If the free spreadsheet does everything you need, stick with it. The Notion version is for when you want the pieces connected.
Want it connected? Fundraising OS: Investor CRM & Deal Pipeline
The spreadsheet is one table. The Notion system links it to everything around it:
- Data room readiness linked to your investor pipeline
- See which investors have received which documents
- Round summary and follow-ups in one place
- Part of a full startup operating system in the Startup Playbook
See Fundraising OS: Investor CRM & Deal Pipeline
Also a fit: The Startup Playbook
Instant duplicate link after purchase.
Questions
What goes in a startup data room?
Company documents, cap table, financials, legal agreements, team details, product information and key customer contracts. Early rounds need fewer items.
When should I prepare a data room?
Before you start the fundraise, so diligence does not slow the round.
Do I need paid data room software?
Not for most early rounds. A well-organised shared folder plus this checklist is usually enough.
What documents do investors ask for most?
Cap table, financials, incorporation documents and IP assignments come up in almost every round.