Checklist
Design handoff checklist
A handoff is not a zip file. The client needs the right files, the licences, the fonts, the links and the approval record. This checklist closes the project without a week of follow-up emails.
Final files
- Formats
Deliver the editable source, the print-ready PDF and the web or screen exports the client needs. Name the folder and the version clearly.
- Packaging
Package the print files with the links and the fonts, or include a PDF with the fonts embedded. Test the package on a clean machine.
- Organisation
Group the files by use: print, digital, brand assets and source. A flat folder with 40 files is not a handoff.
Rights and licences
- Font licences
State which fonts the client owns, which are licensed to the studio and which the client must buy. Do not transfer a font file the licence does not allow.
- Image rights
List the stock images, the photographers and the usage rights. A client who uses an image outside the licence has a problem the studio should not create.
- Usage terms
Confirm the media, the territory and the duration the client may use the work. Put the terms in the handoff note.
Records and archive
- Approval record
Send the approval record for the final version with the files. The record shows who approved what and when.
- Archive
Keep the studio's source files and the approval record for the period in the engagement letter. Tell the client what the studio will keep and for how long.
- Follow-up
Offer a short window for questions and name the person who will answer them. A handoff without a contact creates a support tail.
Questions
What files should a client receive at handoff?
The editable source, the print-ready PDF, the screen exports and the brand assets, with the fonts and image rights explained. The exact list belongs in the engagement letter.
Who owns the source files?
It depends on the contract. Many studios deliver the final files and keep the working files; others transfer everything. Put the rule in the engagement letter.
Should the studio keep a copy of the final files?
Yes, for the retention period in the engagement letter. The archive is the studio's record if the client asks for a change or a reprint later.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.