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Best ways to structure and share the data room for seed stage startups

By Caroline Hughes, Co-Founder, Hive Founders

As a seed-stage startup, you're embarking on an exciting journey, and one crucial aspect of your growth is securing funding from potential investors. One tool that can significantly impact the success of your fundraising efforts is the data room. A well-structured and shared data room can leave a lasting impression on investors, demonstrating your professionalism, organization, and commitment to transparency.

In this blog post, we'll share our tips for sharing the data rooms for seed-stage startups so you can balance being transparent with having control over your sensitive data.

What is a Data Room and Why is it Important?

A data room is a secure virtual space where you house all the essential documents and information that potential investors may need to evaluate your startup. It serves as a centralized hub, containing financial records, legal documents, business plans, key contracts, intellectual property information, and much more. Having a well-organized data room not only streamlines the due diligence process for investors but also builds trust and confidence in your startup's potential and you as a founder and leader.

For VCs at the seed stage, the amount of details they want to see may vary but the process is usually the same:

  1. Sign a term sheet

  2. Fill out the DD form

  3. Give data room access

  4. VCs will let you know if they have any followup questions.

Structuring Your Data Room for Success

  • Categorize and Organize: Use a tool like google drive, MS Sharepoint or Notion to house your data room. Create a folder and several sub-folders within the main folder. Common subfolders include:

    • Company, shareholder and directors (including cap table)

    • Financial model

    • Customers/clients (including contracts)

    • IP/Other key assets that you own or lease

    • Key supplier contracts

    • Employees (including their contracts, share options and benefits)

  • Keep it Updated: Regularly review and update your data room to ensure the latest information is available. An outdated or incomplete data room could send the wrong message to potential investors.

  • Ensure Confidentiality: Set appropriate access controls and restrictions on your data room to protect sensitive information. You may want to grant access only to serious investors or sign non-disclosure agreements (NDAs) as needed.

  • Use Visuals Wisely: Infographics, charts, and graphs can be powerful tools to convey complex information concisely. However, avoid cluttering the data room with unnecessary visuals that may distract from critical details.

Sharing Your Data Room Strategically

  • Customize for Each Investor: Tailor the data room to match the specific interests and preferences of different investors. Highlight sections that align with their investment focus and show how your startup fits their investment thesis.

  • Provide Context: Include a brief executive summary that gives an overview of your startup's mission, achievements, and unique value proposition. This helps investors grasp your vision and market positioning quickly.

  • Follow Up Thoughtfully: After sharing your data room, follow up with investors to address any questions they may have and offer additional information if needed.


A well-structured and effectively shared data room can be a game-changer for seed-stage startups seeking funding. It is a good way to make you look like a great founder and a safe bet. It showcases your commitment to transparency and professionalism, positioning your startup for success in a highly competitive investment landscape. Remember, a data room is not just a document repository; it's a powerful tool to win the confidence of investors and accelerate your funding journey.

/ / / If you liked this blogpost, you will love being part of the Hive community! This discussion came out of a question asked by one of the founders in the whatsapp group.


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