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Data room index template for business sale preparation.
A folder full of files is not the same as a prepared data room. Give each document a reference, an owner and a status so your team can see what is ready, what is missing and what needs review before diligence starts.
Two editable Google Sheets workbooks
Organise the document trail before the buyer’s requests become your daily to-do list.
- Separate UK-oriented and US-oriented index workbooks
- Numbered folder structure, document requests and spare rows for deal-specific additions
- Owner, target date, status, uploaded date and data-room location fields
- Completion summaries by folder and for required items, plus overdue flags
How an index turns requests into work
Fictional preparation example showing how to use an index, not a screenshot or the complete request list. Status wording here is illustrative.
Swipe across the table to see every column.
| Illustrative document | Owner | Status | Next action |
|---|---|---|---|
| Latest signed accounts | Finance lead | Reviewed | Check the period matches the financial pack |
| Major customer contracts | Commercial lead | In progress | Confirm the signed versions and any change-of-control terms |
| Employment agreements | People lead | To prepare | Ask counsel to review missing or outdated documents |
| IP ownership records | Legal lead | To prepare | Trace ownership and relevant assignments |
An index is not a virtual data room provider
The index is your working record of the documents and their readiness. A virtual data room is the platform used to host and share files with controlled access. Buying a spreadsheet does not provide secure hosting or access controls for the underlying documents.
Match your folder numbers and file references to the index. Keep confidential documents in a system with permissions appropriate to the transaction, and review access with your advisers.
Use the right country version
The UK workbook uses UK-oriented terminology, including Companies House, HMRC, VAT and employment matters. The US workbook is a separate starting point for US-oriented preparation. Cross-border groups may need both.
Neither version is a complete legal specification for every sale. Sector, jurisdiction, transaction structure and the buyer’s diligence scope change what is needed. Mark non-applicable requests with a reason and add relevant items rather than assuming the list is exhaustive.
Track readiness, not just uploads
A document can be uploaded and still need checking. Assign someone to confirm that the version is current, figures reconcile and the document actually answers the request. Use target dates and the summaries to expose gaps before they turn into last-minute delays.
The buyer’s request list, your index and the diligence Q&A log do different jobs: requests define the questions, the index locates evidence and the log tracks explanations and follow-up. Keep references consistent between them.
From template to working document
- 01Make a private Google Sheets copy of the relevant country workbook.
- 02Assign owners, target dates and statuses to the relevant documents.
- 03Add uploaded dates and file locations as evidence becomes ready.
- 04Review overdue items, completion summaries and transaction-specific gaps with your advisers.
Before you choose
Can I use this as an Excel data room index?
The delivered editable files are Google Sheets. This preview describes that workflow; check any export and formulas yourself before relying on a different spreadsheet format.
Does it include secure document storage?
No. It is an index and preparation tracker, not a virtual data room service. You choose and control where the underlying documents are stored.
Is this the interactive Toolkit checklist?
No. These editable workbooks are in the Template Vault. The interactive Toolkit is a separate product with its own access; a standalone Vault purchase does not unlock it.
Prepare the documents, not just the idea of a sale.
Explore the complete library, its formats and what is included before you buy. These resources support preparation; they do not replace legal, tax or financial advice.
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