The short version: for a free checklist template, try Vertex42 for printable lists and versions you can edit in Excel, Word and Google Sheets, Canva for printable designs, Asana for a to-do list you can share and reuse, and Kapwing for quick visual checklists. Asana and Kapwing name a free plan on their own pages. Choose paper or app first, then the template.
I love a checklist. It's the simplest tool in business and the one that quietly stops the most mistakes, whether that's opening up a shop, onboarding a new client or packing for an event. The question isn't really which template is prettiest. It's whether your list lives on paper or in an app, because that changes which source you'll want.
Free checklists by source
In no particular order:
- Asana: best for a to-do list you can share with others and reuse, with tasks and dependencies.
- Canva: best for printable daily checklists that are nice to look at.
- Kapwing: best for visual checklists for projects, routines, events and productivity tracking.
- Vertex42: best for printable checklists plus ones you can edit in Excel, Word and Google Sheets.
Checklist sources and what they suit
| Source | Best for | Free plan (as of Nov 2026) |
|---|---|---|
| Asana | A shared, reusable to-do list | Yes |
| Canva | Printable daily checklists | Not stated |
| Kapwing | Visual checklists for projects and events | Yes |
| Vertex42 | Printable and spreadsheet checklists | Not stated |
Pages and plans change, so check the vendor's own page before you rely on any limit.
The catch: decide between paper and app first
Most checklist searches end with someone downloading something they never use, because it was the wrong format for how they work. So start with one question: will you tick this off on paper, or on a screen?
If it's paper, Vertex42 and Canva are the natural homes. Vertex42 says that by popular demand it created a few different printable checklists, along with checklist templates you can edit in Excel, Word and Google Sheets. Canva describes its checklist templates as printable, and says there's nothing too big for crossing off your list.
If it's a screen, and especially if other people need to see it, Asana is the stronger fit. Asana describes its template as a customisable to-do list you can share and reuse, where you can track tasks and set dependencies. That last part matters for anything with an order to it, because some steps can't start until another one's done.
Kapwing sits in between. It says its templates suit project management, daily routines, event planning and productivity tracking, so it's handy when you want something visual you can share as an image or print.
Building a checklist that people will use
- Write down the outcome first: what does done look like? An open shop, a launched page, a packed van.
- List every step in the order it happens. Don't tidy it yet.
- Choose the format. Paper for a fixed routine in one place, an app for anything shared or reused across a team.
- Pick your template. Vertex42 if you want to edit in a spreadsheet or Word, Canva if you want a printable design, Asana if you want to share it, Kapwing if you want it visual.
- Split it by frequency if it's a routine. Vertex42's house cleaning checklist is a good model: it's organised room by room for daily, weekly and monthly tasks.
- Test it once for real and cross out anything nobody needed.
Checklist or to-do list: which do you need?
People use the two words as if they're the same thing, but they do slightly different jobs. A checklist is usually a repeatable list: the same steps every time you open up, clean a room or launch something. A to-do list is more often a one-off list of what needs doing today or this week.
Asana blurs the line in a useful way. Its free to-do list template is pitched at capturing everything from work projects to personal errands so nothing slips through the cracks, and because you can reuse it, it works for repeatable lists too. Its free plan lists support for up to two users, with unlimited tasks and projects, which suits a solo business owner or a pair.
If you're after a straightforward to-do list instead, I've rounded up where to get free to-do list templates. And if your checklists are starting to turn into a whole system, these free task management tools are the next step up.
Want AI doing the heavy lifting in your marketing?
I build the systems that handle the boring 80 percent, so you get your week back. Done properly, with the human kept in.
Keeping a checklist in use
The hardest part of any checklist isn't making it. It's getting people to keep using it after the first week. A few habits help. Keep it short enough to finish. Put it where the work happens, whether that's taped to a wall or pinned in a shared project. And give it an owner, so someone notices when a step stops making sense. Review it every so often and take out the steps that nobody needs any more.
If your checklist is really a set of tasks moving through stages, such as to do, doing and done, a board can work better than a list. These kanban tools show that kind of progress at a glance.
Canva's checklist page also makes a point about routines: it suggests its daily checklist templates for anyone trying to set up a daily routine. That's the use I see most often in small businesses. A short opening and closing checklist, printed and stuck by the door, stops a surprising number of small slips.
Frequently asked questions
Where can I get a free checklist template?
Vertex42, Canva, Asana and Kapwing all offer checklist templates. Asana and Kapwing name a free plan on their own pages.
Should I use a printable or digital checklist?
Printable suits a fixed routine in one place, and Vertex42 and Canva both offer printable checklists. A digital one suits anything shared, and Asana's template is built to be shared and reused.
Can I edit a checklist template in Excel or Google Sheets?
Yes. Vertex42 says it offers checklist templates you can edit in Excel, Word and Google Sheets.
What can I use a checklist template for?
Kapwing says its templates suit project management, daily routines, event planning and productivity tracking. Vertex42 also has a room-by-room house cleaning checklist.
Can I share a checklist with other people?
Asana describes its to-do list template as one you can share and reuse, with tasks and dependencies.
