Freelance writing involves much more than putting words on a page. From researching and outlining to editing and delivering content, each project has multiple moving parts. One missed step can lead to mistakes, missed deadlines, or disappointed clients.
That’s why building a writing checklist is one of the smartest moves you can make to streamline your workflow and ensure consistency.
In this article, you’ll learn how to create a step-by-step checklist that helps you stay organized, improve quality, and save time—project after project.
Why Every Freelance Writer Needs a Checklist
You might think you’ll “remember everything,” but as your workload grows, relying on memory becomes risky.
Checklists help you:
- Maintain quality control
- Avoid forgetting key steps
- Speed up repetitive tasks
- Reduce stress and mental clutter
- Deliver consistent results to clients
Top writers in every field—from journalists to novelists—use checklists to stay sharp.
What Should a Writing Project Checklist Include?
Your checklist should cover every stage of the writing process:
✅ Before Writing
- Receive and confirm client brief
- Clarify goals, target audience, and tone
- Research topic thoroughly
- Gather reliable sources and data
- Create a structured outline
- Define SEO keywords (if needed)
✅ Writing Phase
- Set timer for focused writing session (Pomodoro, for example)
- Write the first draft without editing
- Follow client guidelines on word count and tone
- Use headings, bullet points, and formatting for readability
- Include relevant internal/external links
✅ Editing and Proofreading
- Read the article out loud
- Use tools like Grammarly or Hemingway Editor
- Cut fluff and redundant phrases
- Double-check spelling and grammar
- Verify all links and facts
- Ensure formatting is clean and consistent
✅ Delivery
- Save file with client-specific naming format
- Upload to correct platform (Google Docs, Word, CMS)
- Set appropriate sharing permissions
- Write a brief, professional delivery email
- Attach or send invoice
✅ After Delivery
- Follow up in 3–5 days if no response
- Track project in your log (Trello, Notion, spreadsheet)
- Mark payment status
- Archive project files in correct folder
How to Customize Your Checklist for Different Projects
Different types of writing may require slightly different checklists. Here’s how to adapt:
Blog Posts
- Include SEO metadata (meta title, description)
- Optimize for keywords
- Include featured image suggestions
Product Descriptions
- Highlight features and benefits
- Follow brand tone and voice
- Use persuasive language (calls to action)
Email Newsletters
- Ensure email subject line is compelling
- Add preview text
- Test links and formatting across devices
Where to Keep Your Checklist
The key is to keep it accessible and repeatable. Some options:
- Notion – Create a template you can duplicate for every project
- Google Docs – Copy/paste your checklist into each article document
- Trello – Add checklist to each card in your writing workflow
- Printed version – If you like pen and paper, keep it by your desk
Tip: Add a checkbox or “✅” emoji next to each item—it gives a sense of accomplishment as you work through it.
Sample Reusable Writing Project Checklist (Copy/Paste Friendly)
cssCopy🟢 Project Setup
- [ ] Confirm brief details
- [ ] Research topic + keywords
- [ ] Create outline
✍️ Drafting
- [ ] Write first draft
- [ ] Follow tone, structure, and word count
- [ ] Add internal/external links
🔎 Editing
- [ ] Read aloud
- [ ] Check grammar/spelling
- [ ] Verify facts
- [ ] Format for readability
📤 Delivery
- [ ] Rename and save correctly
- [ ] Upload or email to client
- [ ] Send invoice
📋 Follow-Up
- [ ] Mark as completed in tracker
- [ ] Follow up if needed
- [ ] Archive and back up file
Final Thoughts: A Simple Tool With Big Impact
Creating a checklist might seem basic, but its impact on your workflow can be massive. It’s the kind of system that takes minutes to set up—and saves hours (and headaches) down the road.
Whether you’re writing five articles a month or fifty, a solid checklist keeps your process tight, your clients happy, and your business running like a pro.
Mauricio Dutra is a freelance writer focused on helping others start and grow their careers in writing. At Kallynx, he shares practical tips and insights for aspiring writers who want to work independently and succeed online.
