To collect client documents, tell your client which files you need, which formats you can use and when you need them. Agree on one place to send them. A shared folder helps you gather the files, but you still need to check that each item meets the brief.
For example, an agency building a website needs a logo, page copy and photographs. Asking for “the website materials” leaves the client to guess whether a screenshot or an original file will do.
Describe each item you need
List the file, its intended use and the preferred format. For a website project, you might request an SVG or PNG logo, one text document per page and the selected original photographs. Ask the client to confirm that they have permission to use the images.
Set an agreed deadline and explain which stage depends on these materials. Request the information you need for the project; avoid collecting unrelated documents.
Agree on one place to send files
An email reply can be enough for one expected document. For a project with several uploads and rounds of feedback, a shared folder gives the client a consistent destination.
DocBunker lets clients open a private folder link, upload documents and leave comments without creating an account. Check the current plan limits against the files you expect before choosing the service.
Send the folder link with your request and explain where the client should ask questions. If you agree to use the folder, ask them to place later files there too.
Check received files before marking them complete
A client may send an old logo, an incomplete text or a format you cannot use. Keep a record of what you requested, what arrived and what still needs a correction. You can maintain that record in your project management tool.
Open the files you need to review, confirm their purpose and identify the version to use. Receiving a document does not mean you have accepted its content.
Follow up on the missing items
Name the outstanding files and explain the next step. For example:
Thanks for the logo and page copy. We still need the three team photographs for the About page. Please upload them to the project folder by Thursday. If that timing is difficult, let us know so we can adjust the page preparation.
This gives the client a specific action. You do not need to resend the full original request when one item is missing.
Close the collection stage
Confirm when you have received and checked the required files. Tell your team where to find the versions you will use. Decide when to close the sharing link and follow your agreed document-retention process.
Anyone who has an active DocBunker folder link can use it. Share it with the intended participants. Closing the link does not remove copies they have already downloaded.
For the next stage, read our guides to sharing confidential client documents and choosing where clients should leave feedback.
