Email template
Final design file delivery email
The final delivery is the last impression of the project. It should name the approved version, link the files and the approval record, and say who to contact if something is missing.
When to use it
Send when the final version is approved and the production or archive files are ready.
Subject
Final files for {{project_name}}
Body
Hi {{first_name}},
The final files for {{project_name}} are ready. The approved version is {{version}}.
Download the files: {{delivery_link}}
The approval record is here: {{approval_link}}
The package includes {{file_list}}. The fonts and image rights are explained in the handoff note.
If you need a different export or a file is missing, reply by {{support_date}} and we will help.
Thank you for the project, {{sender_name}} {{studio_name}}
Before you send
- Name the approved version and link the record.
- List the file formats and the licence notes.
- Give a support window instead of an open-ended promise.
- Keep the delivery link separate from the working review link.
Questions
Should the delivery include the source files?
It depends on the engagement letter. Many studios deliver the final production files and keep the working source; state the rule in the handoff note.
Why send the approval record with the files?
It ties the delivery to the version the client approved. If a print or production question comes up later, the record answers it.
How long should the delivery link stay open?
Long enough for the client to download and archive the files. Tell the client the expiry date and keep the studio's own archive.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.