Email template
Design handoff email
A handoff email is the project's closing document. It should tell the client what they received, what they own, what the studio keeps and who to contact.
When to use it
Send with the final delivery package, after the final version is approved.
Subject
{{project_name}} — handoff and files
Body
Hi {{first_name}},
The {{project_name}} handoff is ready. The approved version is {{version}}.
Files: {{file_list}} Fonts and licences: {{licence_notes}} Image rights: {{image_notes}}
Download the package: {{delivery_link}}
The studio will keep the working files and the approval record until {{archive_date}}. After that, we will archive them according to our retention policy.
If you need a different export or a file is missing, contact {{support_contact}} by {{support_date}}.
Thank you for the project, {{sender_name}} {{studio_name}}
Before you send
- List the files and the rights separately.
- Say what the studio keeps and for how long.
- Give a named support contact and a date.
- Attach or link the approval record.
Questions
What should a design handoff include?
The final files, the source files if the contract includes them, the font and image licences, the approval record and the archive terms.
Who owns the working files?
The engagement letter decides. Many studios deliver the final files and keep the working files; state the rule in the handoff.
How long should the studio keep the archive?
Follow the retention period in the engagement letter and the studio's insurance or legal advice. Tell the client the date.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.