A campaign file handoff checklist for small agencies

A campaign can be finished while its handoff is still scattered. The artwork is in Dropbox, the presentation is in Drive and the approved copy is on someone’s laptop. Sending those locations individually gives the client another task: work out which files belong together and whether they have the latest approved set.

Make the final delivery a distinct step in the project. Choose the approved exports, explain where each belongs and give the client one place to collect them. This checklist is for the person sending a campaign from a small agency. Complete your team’s review before using it, then adapt the fictional example to your own channels and formats.

1. Make an inventory from the launch plan

Start with the placements the client will actually publish. List each asset, its destination, its dimensions or format and the approved copy that goes with it. Compare that list with the exports. A missing square image is easier to notice when the inventory has a row for that placement than when you browse a directory of similarly named files.

• Campaign assets, named by placement and variation.
• A presentation PDF recording the approved campaign direction.
• An exported copy document with the approved wording.
• Delivery notes explaining formats, placement and any outstanding work.

Keep rejected options and internal feedback outside this set. If the client needs two approved variants, make that distinction explicit. Files named “option two” are difficult to match to a launch plan when someone else takes over publishing a week later.

2. Export documents the client can keep

A working cloud document and a downloadable handoff file have different jobs. Export approved copy as DOCX or PDF before attaching it to SentIt; native Google Docs are not downloadable attachments in this flow. Open the exported file and check that headings, tables and special characters survived. Export the presentation as a PDF when a fixed reference is what the client needs.

Remove tracked changes, comments and internal instructions from the delivery copies. If copy must remain editable, say which exported document is the source for the client’s next step. Keep your working documents in their usual location so the handoff does not become your only record of the project.

3. Gather the approved set into one delivery

A fictional Fieldwork Agency package might contain autumn-campaign-assets.zip, autumn-presentation.pdf, autumn-approved-copy.docx and autumn-delivery-notes.pdf. The assets ZIP can come from Dropbox, the presentation PDF from Drive and the exported copy and notes from the sender’s computer. The recipient sees the combined set.

Connected Drive and Dropbox files do not use SentIt storage. They still depend on provider availability and the sender’s remaining daily transfer allowance. The sender uses an individual account with its own connected storage. SentIt does not provide shared seats, a team workspace or an approval workflow; choose who owns the final delivery as part of your existing project process.

4. Write notes for the person doing the launch

Assume the person opening the link missed the final meeting. Put the starting point in the delivery message: “Start with the delivery notes. The ZIP contains approved placement assets, and the DOCX contains the matching copy. Save the package before the expiry date shown above.” Add the actual date to the email that carries the link.

Use the attached notes for details that should stay with downloaded files: which variation belongs where, which filenames match each copy section and who should answer questions. Identify anything deliberately excluded. A handoff should not leave the client guessing whether a missing asset is an oversight or a separate delivery still to come.

5. Check the page and the downloads

Open the recipient link and check the title, message, order and total size. Compatible images, audio and video can be previewed in the browser with JavaScript enabled. Playback depends on browser support; preview availability is not a substitute for checking the original exports. Download PDFs, copy documents and the ZIP, then open them in the software the client is likely to use.

SentIt supports up to 100 files per delivery. For multiple attachments, Download all offers one ZIP up to 4 GB, with 100 ZIP requests per delivery each day. Beyond those limits, recipients use individual downloads or the file list. Daily transfer allowances still apply. If the package already contains an assets ZIP, make clear that the other documents sit beside it.

Present the handoff under your agency’s name

For a handoff under the agency’s name, Premium supports one verified custom subdomain alongside your logo and accent colour. Connect a subdomain you own in Settings and complete the DNS instructions. New share links then use that address, while the original SentIt link stays usable. Check the chosen domain before sending the client’s email.

6. Keep corrections clear after sending

Add the corrected asset and remove the superseded export at the same active delivery address. Those attachment changes affect the live package immediately. Save a revised delivery message explaining what changed, and contact the client through your usual conversation. They need to replace any copies they have already downloaded.

Changing a file in connected storage may require refreshing or reattaching it; the delivery does not automatically sync your campaign folder. Keep your own revision archive. Premium adds agency branding and automatic, light or dark delivery pages, plus a future expiry date or no scheduled expiry while your Premium subscription continues. None of those settings confirms the client received the entire package, so ask them to confirm receipt.

Recipients need no account. Anyone with the active URL can access the files, so check the intended recipients before sharing. See the small agency delivery example and current plans and limits when preparing your next campaign. Reuse this checklist with your launch inventory so the final handoff gets the same attention as the work it contains.