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Data room examples & templates

Data room examples: 8 folder structures that work

A well-organized data room reads like a table of contents: numbered folders in the order a reviewer thinks, one or two clear documents per topic, and protection that fits the audience. Below are 8 free templates by use case – each with its folders, example documents and the settings we recommend.

Browse the templates Open the live demo room

Free to copy. In HelpRange one click creates the room with these folders and settings – 7-day free trial, no card.

What a well-organized data room looks like

Whatever the deal, the rooms that get read quickly – and get fewer repeated questions – share five habits.

A numbered index

01, 02, 03 in the order a reviewer reads. “See 03 Legal” then means the same in every e-mail.

One level of folders

Six to ten topic folders beat a maze of sub-folders. Clear file names do the rest.

Final versions only

PDFs of signed or final documents; the model as XLSX. Replace, don’t pile up drafts.

Protection that fits

NDA and blocked downloads for a sale; a lighter touch for investors you already know.

One place for questions

Q&A in the room instead of e-mail threads – answer once, publish for everyone.

8 data room examples by use case

Each example is shown the way your guests will see it. Click a room to preview every folder and document; “Use this template” creates it in HelpRange with these folders and settings – rename, reorder and add folders afterwards.

Secure data room
Lumora Robotics – Series A

Start with the deck in 02 Pitch deck, then the model in 03 Financials. Questions? Use “Ask a question” – the founders answer within a day.

14 documents 7 folders Ask a question
Folders
All documents14 01 Company202 Pitch deck203 Financials204 Cap table205 Legal206 Team207 Product & traction2
Pitch deck 18 pages3.4 MB
Product demo video or link 3:0128 MB
Financial model with assumptions 3 sheets149 KB
KPI dashboard (ARR, growth, churn) 6 pages1.1 MB
Preview all 14 documents

Startup fundraising (seed / Series A)

The room you send after the first meeting: deck, model, cap table and the legal basics, opened in layers as investors get serious.

Who it’s for Founders raising a pre-seed, seed or Series A round, and the VCs and angels reviewing them.
Typical timeline Open before the first meetings; confirmatory due diligence after the term sheet usually takes 3–6 weeks.
Recommended settings · 7 folders, 14 example documents
NDA before access off Watermark with the viewer's e-mail Pro Download & print blocked Pro Screenshot protection off Q&A for guests Max E-mail me when guests open documents Room expiry date Pro
Use this template Preview the room See it live

More: Fundraising data room · Startup due diligence checklist · Pitch deck examples

Secure data room
Project Cedar – Sale of Alder & Finch Foods

Phase 1 for shortlisted bidders. The equity story is in 01 Company, the quality of earnings in 02 Financials. All questions through Q&A, please.

16 documents 8 folders Ask a question
Folders
All documents16 01 Company202 Financials203 Legal204 Tax205 Commercial206 Employees207 IP & technology208 Real estate & assets2
One-page company overview 1 page131 KB
Top 20 customer contracts 26 pages2.2 MB
Revenue by customer and churn analysis 2 sheets450 KB
Patent and trademark register 5 sheets593 KB
Preview all 16 documents

M&A sell-side

A seller’s room for several bidders: the full company picture, an NDA before the first document and one Q&A channel for every question.

Who it’s for Owners selling a company and their M&A advisers or lawyers; buyers, their lawyers and accountants.
Typical timeline A sale process often runs 3–6 months; due diligence itself commonly 4–12 weeks after the LOI.
Recommended settings · 8 folders, 16 example documents
NDA before access Max Watermark with the viewer's e-mail Pro Download & print blocked Pro Screenshot protection off Q&A for guests Max E-mail me when guests open documents Due diligence request list Max Room expiry date Pro Freeze & archive at close Max
Use this template Preview the room

More: Virtual data room for M&A · M&A due diligence checklist · Deal Room Pass – one deal, paid once

Secure data room
Project Atlas – Due diligence

Upload against the request list – each item shows Open, Provided or Not applicable. Start with 01 Corporate and 02 Financials.

16 documents 8 folders Ask a question
Folders
All documents16 01 Corporate202 Financials203 Tax204 Contracts205 Employees206 IP & IT207 Compliance208 Insurance & litigation2
Shareholder register and group chart 8 sheets656 KB
Board minutes (last 3 years) 15 pages1.5 MB
Financial model with assumptions 3 sheets149 KB
Licences and permits 2 pages128 KB
Preview all 16 documents

Due diligence (buy-side request)

The buyer’s side: a request list the target answers by uploading into numbered folders, with every open item visible.

Who it’s for Acquirers, investors and their advisers collecting documents from a target company.
Typical timeline First request list in week one, follow-up rounds for 4–12 weeks until signing.
Recommended settings · 8 folders, 16 example documents
NDA before access Max Watermark with the viewer's e-mail Pro Download & print blocked Pro Screenshot protection off Q&A for guests Max E-mail me when guests open documents Due diligence request list Max Guest uploads (file requests) Max Freeze & archive at close Max
Use this template Preview the room

More: Data room due diligence guide · Free due diligence checklist (CSV) · AI data room index generator

Secure data room
Quayside Logistics Park – Sale

A 42,000 m² logistics park, fully let. The rent roll in 03 Leases & rent roll is reconciled to the signed leases; the surveys are in 04 Technical & environmental.

12 documents 6 folders Ask a question
Folders
All documents12 01 Property overview202 Title & legal203 Leases & rent roll204 Technical & environmental205 Planning & permits206 Financials2
Investment memorandum 12 pages840 KB
Site and floor plans 2 pages330 KB
Land register extract 3 pages549 KB
Rent roll reconciled to the leases 6 sheets843 KB
Preview all 12 documents

Real estate transaction

A property sale or financing: title, leases and the rent roll, building reports and the income behind the price.

Who it’s for Property owners, brokers and lenders; buyers’ lawyers, surveyors and valuers.
Typical timeline Commonly 4–8 weeks for a standing commercial asset; longer for portfolios and development sites.
Recommended settings · 6 folders, 12 example documents
NDA before access Max Watermark with the viewer's e-mail Pro Download & print blocked Pro Screenshot protection off Q&A for guests Max E-mail me when guests open documents Room expiry date Pro Freeze & archive at close Max
Use this template Preview the room

More: Real estate data room · Real estate due diligence checklist

Secure data room
Fernlow Health – Investor reporting

The Q3 update is in 01 Updates; the numbers behind it in 03 KPIs. Tax statements for this year are in 06 Tax documents.

12 documents 6 folders Ask a question
Folders
All documents12 01 Updates202 Financial statements203 KPIs204 Cap table & ownership205 Board materials206 Tax documents2
Monthly or quarterly investor update 19 pages1.5 MB
KPI dashboard export 566 rows34 KB
Budget vs actual 4 pages452 KB
Board deck 12 pages1.6 MB
Preview all 12 documents

Investor updates / LP reporting

One place for existing investors: every update, the numbers behind it and the documents they need for tax season.

Who it’s for Startups after a round, fund managers reporting to LPs, family offices and holding companies.
Typical timeline Ongoing – a new update every month or quarter, tax documents once a year.
Recommended settings · 6 folders, 12 example documents
NDA before access off Watermark with the viewer's e-mail Pro Download allowed Screenshot protection off Q&A for guests Max E-mail me when guests open documents
Use this template Preview the room

More: Free investor update generator · Fund data room

Secure data room
Tidewell × Orbita Retail – Proposal

Hi Orbita team – the proposal and pricing are in 01 Proposal & pricing, the security pack for IT in 04 Security & compliance.

12 documents 6 folders Ask a question
Folders
All documents12 01 Proposal & pricing202 Product overview203 Case studies & references204 Security & compliance205 Contract206 Implementation2
Proposal 10 pages1.2 MB
Price list and order form 6 sheets492 KB
Product deck 12 pages2.2 MB
Demo recording 2:1661 MB
Preview all 12 documents

Sales deal room

Everything a buying committee needs in one link – and alerts that tell you who is reading the proposal and the price.

Who it’s for Account executives and founders selling to companies with several decision-makers.
Typical timeline Open with the proposal; a mid-market B2B deal typically closes in 1–3 months.
Recommended settings · 6 folders, 12 example documents
NDA before access off Watermark with the viewer's e-mail off Download allowed Screenshot protection off Q&A for guests Max E-mail me when guests open documents Room expiry date Pro
Use this template Preview the room

More: Proposal tracking · Sales engagement analytics

Secure data room
Calder Grid Energy – Board of Directors

The pack for the 4 December meeting is in 01 Next meeting. Approved minutes move to 02 Minutes & resolutions after each meeting.

12 documents 6 folders Ask a question
Folders
All documents12 01 Next meeting202 Minutes & resolutions203 Financial reports204 Strategy & budget205 Committees206 Governance2
Agenda and board pack 15 pages2.5 MB
Approved minutes 4 pages472 KB
Monthly management accounts 4 sheets382 KB
Cash forecast 7 pages532 KB
Preview all 12 documents

Board portal

A secure home for board packs and minutes that a small, known group reads again and again.

Who it’s for Company secretaries, CEOs and CFOs sharing papers with directors, observers and advisers.
Typical timeline Ongoing – packs go up about a week before each meeting.
Recommended settings · 6 folders, 12 example documents
NDA before access off Watermark with the viewer's e-mail Pro Download & print blocked Pro Screenshot protection off Q&A for guests Max E-mail me when guests open documents IP allow-list Max
Use this template Preview the room

More: Protect board documents

Secure data room
Granite Peak Fund III – LP data room

Start with the PPM in 01 Fund overview and the track record in 02 Track record. The DDQ is in 06 Operations & compliance.

14 documents 7 folders Ask a question
Folders
All documents14 01 Fund overview202 Track record203 Team204 Fund terms205 Portfolio206 Operations & compliance207 Subscription2
Private placement memorandum (PPM) 22 pages3.6 MB
Fund presentation 11 pages1.6 MB
Prior fund performance 3 pages492 KB
Limited partnership agreement (LPA) 3 pages267 KB
Preview all 14 documents

Fund (GP) data room

What LPs review before they commit: the PPM, track record, terms and the operational due diligence pack.

Who it’s for General partners raising a fund and the LPs, consultants and fund-of-funds reviewing it.
Typical timeline A fund raise often takes 6–18 months; LP due diligence 4–12 weeks per investor.
Recommended settings · 7 folders, 14 example documents
NDA before access Max Watermark with the viewer's e-mail Pro Download & print blocked Pro Screenshot protection off Q&A for guests Max E-mail me when guests open documents IP allow-list Max Room expiry date Pro
Use this template Preview the room

More: Fund data room · NDA before data room access

Plan badges: the setting is part of that plan and higher; the 7-day trial and the Deal Room Pass include all of them. Timelines are typical ranges, not guarantees. Companies, people and documents in the previews are fictional.

Recommended settings at a glance

The more people outside your circle see the room, the more protection it needs. Every setting can be changed per room at any time.

SettingStartup fundraising (seed / Series A)M&A sell-sideDue diligence (buy-side request)Real estate transactionInvestor updates / LP reportingSales deal roomBoard portalFund (GP) data room
NDA before access–✓✓✓–––✓
Watermark with the viewer's e-mail✓✓✓✓✓–✓✓
Download blocked✓✓✓✓––✓✓
Screenshot protection––––––––
Q&A for guests✓✓✓✓✓✓✓✓

How to use a data room template

Pick the closest example

Click “Use this template”. The room is created with the numbered folders and the settings above.

Fill it from your checklist

Drop documents into the folders, or import your old room as a ZIP. Use the due diligence checklists to see what is missing.

Invite and follow

Invite guests by e-mail, answer questions in Q&A and see who read which page – then freeze and archive the room at close.

Need a structure for an unusual deal? The free AI data room index generator builds one from a one-sentence description.

Data room templates – questions

What should a data room include?

The documents the other side needs to make a decision, in numbered folders they can navigate without help: company and corporate records, financials, legal and contracts, people, and the folders specific to the deal – the cap table for a fundraising, leases and the rent roll for a property, the PPM and track record for a fund.

How should data room folders be numbered?

Number the folders in the order a reviewer reads them – 01 Company, 02 Financials, 03 Legal – and keep the numbers when you add documents, so “see 03 Legal” means the same thing in every e-mail and question. HelpRange numbers folders and documents automatically and keeps the index in order.

Are these data room templates free?

Yes. The folder structures on this page are free to copy. In HelpRange, “Use this template” creates the room with the folders and settings in one click; data rooms are part of Pro, Max, Unlimited, the Deal Room Pass and the 7-day free trial.

Can I change the folders after the room is created?

Yes. Rename, reorder, add or remove folders at any time – the index numbers follow the new order. You can also describe your deal in one sentence and let AI suggest the folders instead of a template.

Which settings should every data room have?

For confidential deals: an NDA before access, a watermark with the viewer’s e-mail, download blocked and e-mail alerts. Add Q&A when many people will ask questions, and freeze the room with an archive when the deal closes. Rooms for existing investors or customers usually need less – the examples show what we recommend per use case.

What is the difference between a template and the due diligence checklist?

A template is the room’s structure – the folders. The due diligence checklist is the list of documents a buyer or investor will ask for in each folder; you can import it into a room as a request list and track every item.

Start from a template, not a blank page

Folders, NDA, watermark and Q&A set up in one click. One flat price per team – or the Deal Room Pass for a single deal.

Create a data room free See pricing

Updated 2026-11-15