StowbillDue diligence data room checklist and index
A clear, numbered index saves time for everyone in a deal. Buyers find what they need, the seller sees what is missing, and questions refer to a document number rather than a vague description. This template gives you a standard 11-folder structure with the documents that usually go in each.
The folder structure
| Folder | What goes in it |
|---|---|
| 1. Corporate | Incorporation documents, articles, group chart, share register, minutes, shareholder agreements |
| 2. Financial | Audited accounts, management accounts, forecasts, debt schedule, working capital |
| 3. Tax | Returns, assessments, VAT or sales tax, withholding, disputes, transfer pricing |
| 4. Legal and contracts | Material contracts, change-of-control clauses, guarantees, litigation |
| 5. HR | Org chart, key contracts, incentive plans, end-of-service obligations, disputes |
| 6. Intellectual property | Trademarks, patents, domains, licences, IP assignments |
| 7. IT | Systems, licences, security policies, incidents, data protection |
| 8. Real estate | Property schedule, titles, leases, valuations |
| 9. Regulatory | Licences, regulator correspondence, AML and sanctions compliance |
| 10. Commercial | Business plan, revenue analysis, customer concentration, market, insurance |
| 11. ESG | Environmental, health and safety, sustainability and Shariah compliance |
How to use the index
- Number every document, for example 2.3 for the third item in the Financial folder. Keep the numbers stable once buyers have started reviewing.
- Add a folder or item only where it applies. Delete rows that do not apply rather than leaving empty folders.
- Use the Provided, Date uploaded and Owner columns to track progress with the client.
- Mark items that are withheld or redacted, and say why, in the Comments column.
Tips for the seller's adviser
- Start collecting documents before the process is announced. Gaps found late slow everything down.
- Put the most-requested documents first: audited accounts, management accounts and material contracts.
- Agree with the client who reviews each document before it goes in the room.
- Keep a log of who has seen what. Regulators, buyers and courts may ask later.
Adapting it for the region
For deals in Pakistan and the GCC, add items such as Islamic financing agreements, end-of-service benefit calculations, Shariah compliance documents and free-zone licences where relevant. The template already includes some of these.
Running the index in Stowbill
Create the folders in Stowbill's Files module, set permissions at folder level for the deal team, and collect documents from the client through the client portal. Every view, download and share is logged.
Available now in the data room: accounts for outside parties such as buyers, investors and lenders, signing in with an emailed one-time link; NDA click-through; a view-only PDF viewer with downloads off by default; a dynamic watermark on every PDF page; private Q&A per party; per-party activity reports; a numbered index (1, 1.1, 1.1.1) with Excel export per party; whole-folder uploads with files up to 250 MB; redaction of PDFs; protected viewing of Excel and Word files; Q&A with a partner approval step and Excel import; a buyer interest score; your firm's logo on the room; and a buyer tracker linked to the deal. Not built yet: SSO, page-level analytics, AI tools and security certifications such as SOC 2.
Download the template
Questions
Is the template free?
Yes. Enter your work email to download the CSV.
Can I change the folder numbers?
Yes. Just keep them stable once reviewers have started using them.
Does it work for buy-side due diligence?
Yes. Use it as a request list to send to the target.
Is this list complete for every deal?
No. It is a common starting point. Your lawyers and the specific deal will add or remove items.
Does it open in Excel?
Yes. It is a CSV file that opens in Excel or Google Sheets.
Last reviewed 10 November 2026. General information, not professional or legal advice.
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