Templates

Reusable starting points that encode best practices and save time.

Templates transform repeated work into efficient starting points. Rather than building from scratch each time, templates provide structure, ensure completeness, and encode lessons learned. Good templates save time without constraining creativity.

Template Philosophy

Structure, Not Constraint

Templates should:

  • Provide proven structure
  • Ensure nothing important is missed
  • Speed up routine work
  • Allow customization for specific needs

Templates shouldn't:

  • Force rigid formats
  • Replace thinking
  • Create identical outputs
  • Become outdated prisons

Build from Experience

The best templates come from real work:

  • After completing a project, extract the structure
  • Note what worked and what was missing
  • Refine based on multiple uses
  • Update as practices evolve

Business Templates

Proposal Template

Structure for project proposals:

# Proposal: [Project Name]

**Prepared for:** [Client Name]
**Prepared by:** [Your Name]
**Date:** [Date]

---

## Understanding

[Summary of client's situation, needs, and goals]

## Approach

[Your methodology and how it addresses their needs]

## Scope and Deliverables

[Specific outputs, organized by phase if applicable]

### Phase 1: Discovery
- Deliverable 1
- Deliverable 2

### Phase 2: Design
- Deliverable 3
- Deliverable 4

### What's Not Included
- [Explicit exclusions]

## Timeline

| Phase | Duration | Dates |
|-------|----------|-------|
| Phase 1 | X weeks | Start - End |
| Phase 2 | X weeks | Start - End |

## Investment

[Pricing, payment schedule, what's included]

## About [Your Name/Company]

[Brief relevant background]

## Next Steps

[How to proceed]

Contract/Letter of Agreement Template

Key sections to include:

  • Parties and contact information
  • Scope of work (reference proposal or detail here)
  • Timeline and milestones
  • Payment terms
  • Revision policy
  • Intellectual property
  • Confidentiality
  • Termination
  • Limitation of liability
  • Signatures

Invoice Template

Essential elements:

  • Your business information
  • Client information
  • Invoice number and date
  • Project/service description
  • Amount due
  • Payment terms and due date
  • Payment methods accepted
  • Late payment policy (if applicable)

Creative Brief Template

See Creative Briefs for full detail. Key sections:

  • Project overview and background
  • Objectives (business, communication, design)
  • Target audience
  • Key messages
  • Tone and personality
  • Competitive context
  • Deliverables
  • Timeline and budget
  • Approval process

Project Templates

Project Folder Structure

Standard organization:

/Project-Name
  /00-Admin
  /01-Research
  /02-Strategy
  /03-Design
    /Concepts
    /Development
    /Final
  /04-Delivered
  /05-Archive

Kickoff Meeting Agenda

# Project Kickoff: [Project Name]

**Date:** [Date]
**Attendees:** [Names]

## Agenda

1. Introductions (5 min)
2. Project overview and objectives (10 min)
3. Process and timeline review (10 min)
4. Roles and responsibilities (5 min)
5. Communication plan (5 min)
6. Questions and discussion (10 min)
7. Next steps (5 min)

## Preparation
- Review proposal/brief before meeting
- Prepare questions

## Follow-up
- Meeting notes sent within 24 hours
- First deliverable: [Date]

Status Update Template

# Status Update: [Project Name]
**Date:** [Date]
**Period:** [Date range]

## Summary
[One paragraph overview]

## Completed This Period
- [Item 1]
- [Item 2]

## In Progress
- [Item 1] - [Status/% complete]
- [Item 2] - [Status/% complete]

## Coming Up Next
- [Item 1]
- [Item 2]

## Blockers or Concerns
- [Any issues requiring attention]

## Action Items for Client
- [Anything needed from client]

Project Retrospective Template

# Retrospective: [Project Name]

**Date:** [Date]
**Project Duration:** [Start - End]

## What Went Well
- [Positive 1]
- [Positive 2]

## What Could Improve
- [Issue 1] → [Potential solution]
- [Issue 2] → [Potential solution]

## Lessons Learned
- [Lesson 1]
- [Lesson 2]

## Process Updates
- [Any changes to make for future projects]

## Notes
[Any other observations]

Design Templates

Brand Guidelines Template

Structure for guidelines documents:

  1. Introduction

    • About the brand
    • How to use this guide

  2. Logo

    • Primary logo
    • Logo variations
    • Clear space and sizing
    • Usage guidelines
    • Incorrect usage

  3. Color

    • Primary palette
    • Secondary palette
    • Color specifications
    • Usage guidelines

  4. Typography

    • Primary typeface
    • Secondary typeface
    • Type hierarchy
    • Usage guidelines

  5. Imagery

    • Photography style
    • Illustration style
    • Iconography

  6. Applications

    • Examples across touchpoints

  7. Resources

    • File locations
    • Contacts

Presentation Template

Structure for client presentations:

1. Cover slide (project name, date)
2. Agenda
3. Recap (objectives, strategy)
4. Concept 1
   - Introduction/rationale
   - Primary mark
   - Applications (3-5 slides)
5. Concept 2
   - Same structure
6. Concept 3 (if applicable)
   - Same structure
7. Comparison (optional)
8. Recommendation
9. Next steps
10. Discussion

Figma File Template

Standard page structure:

📑 Cover (project info, links)
📑 Research (inspiration, audit)
📑 Strategy (brief, positioning)
📑 Concepts (exploration)
📑 Development (selected direction)
📑 Final (polished work)
📑 Components (if applicable)
📑 Archive (old versions)

Communication Templates

Project Kickoff Email

Subject: [Project Name] - Kickoff & Next Steps

Hi [Name],

Excited to kick off [project]! Here's what you need to know:

**Timeline Overview**
- Phase 1: [Dates] - [Description]
- Phase 2: [Dates] - [Description]
- Final Delivery: [Date]

**Kickoff Meeting**
[Date, time, location/link]

**What I Need From You**
- [Item 1] by [Date]
- [Item 2] by [Date]

**Questions?**
Just reply to this email or [preferred contact method].

Looking forward to getting started!

[Your name]

Feedback Request Email

Subject: [Project Name] - Ready for Your Review

Hi [Name],

[Brief context about what you're sharing]

**View the work here:** [Link]

**What to focus on:**
- [Specific question 1]
- [Specific question 2]
- [Specific question 3]

**Please share feedback by:** [Date]

A few notes:
- [Any context about the stage of work]
- [How to provide feedback—comments in file, email, etc.]

Let me know if you have any questions!

[Your name]

Project Completion Email

Subject: [Project Name] - Final Delivery

Hi [Name],

The project is complete! Here's everything you need:

**Final Files**
[Link to files/folder]

Contents include:
- [List of deliverables]

**Brand Guidelines**
[Link if applicable]

**Next Steps**
- [Any follow-up items]
- [Support available]

It's been a pleasure working on this project. [Personal note if appropriate]

If you're happy with the work, I'd really appreciate:
- A brief testimonial
- Referrals to others who might benefit

Thanks for the opportunity!

[Your name]

Using Templates Effectively

Customization

Templates are starting points:

  • Adapt to each client and project
  • Remove irrelevant sections
  • Add project-specific content
  • Maintain your voice

Maintenance

Keep templates current:

  • Update after learning from projects
  • Remove outdated elements
  • Add new best practices
  • Version control templates

Access

Make templates findable:

  • Organized folder structure
  • Clear naming
  • Quick access (favorites, shortcuts)
  • Shared with team if applicable

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