Due diligence checklist in a data room
Track which documents a deal requires. Apply the standard template with 6 categories, set status, link documents and follow progress in numbers.
The DD checklist is a shared request list in the data room: the seller side plans which documents a deal requires, links them to the room's files and tracks progress. You find it under the Checklist tab in the room.
The data room is an add-on module. This article assumes you already have an open data room.
At the top, DD checklist shows progress as {done} of {total} in place with a progress bar. Items you set to Not applicable do not count toward the total.
1Apply the standard template
Click Apply template and choose Standard DD (property transaction). This inserts a fixed structure with 6 categories:
| Category | Items |
|---|---|
| 01 · Company & ownership | Land registry certificate, Shareholders' register/company details, Latest annual report |
| 02 · Property | BBR statement, Property data report, Energy label, Cadastral map, Insurance policy |
| 03 · Tenancies | Lease agreements, Rent roll (current), Deposit/prepayment overview |
| 04 · Operations & technical | Operating budget/accounts, Service agreements, Condition report/technical due diligence |
| 05 · Planning & environment | Local plan, Zone status/municipal plan framework, Soil contamination certificate |
| 06 · Disputes & obligations | Pending cases/disputes, Easements |
You can add your own items at any time. Enter a category (e.g. Category (e.g. 02 Property)) and a name (e.g. e.g. Energy label) and click Add item.
2Set status and link a document
Each item has a status selector with three choices:
- Missing — the document is not yet in place
- In place — the document is ready
- Not applicable — excluded from progress
Use Link document to pick a file that is already in the room. If you link a document to an item marked Missing, the item switches to In place automatically.
3Save and reuse as a template
Once you have adapted the list to the way you work, you can save it. Click Save as template, give it a name in the Template name field and save. The saved template appears in the Apply template menu alongside the standard template, so you can reuse it in your next room.
To remove a saved template: open the Apply template menu and click the trash icon next to the template name.
A saved template can hold up to 200 items.
4What guests see
The checklist is visible to guests by default, but read-only. Guests cannot change status, link documents or add items — they see which documents the seller side has planned and what is already in place. To keep the list internal, turn off Checklist visible to guests in the room settings.
Changes to the checklist are recorded in the activity log, so you can always see who put what in place.