How to write a client delivery note, with a reusable template

“Here are the files” tells a client that something is ready. It does not tell them which export to use, whether the source artwork is included or what they need to do next. A short delivery note answers those questions while the files are in front of them.

Write the note for the person who will use the package, including anyone who receives a forwarded link. They may not have followed the project conversation. Give them enough context to choose the right file and take the next step without searching through earlier messages.

Lead with what is ready and what happens next

Start with the project and the purpose of this delivery. Say whether it contains approved assets, files for review or an updated package. Those are different instructions: a recipient should not have to infer from a file name whether they can send something to print.

Then state the next action in plain language. For an approved handoff, ask the client to download and check the package. For a review, identify what you want them to check and where to send feedback. If there is a deadline, use a specific date and include a time zone when the time of day matters.

Explain the choices that affect file use

Group the contents by purpose instead of repeating a long file list. “Print PDFs for your printer; screen PDFs for your website” helps the recipient decide. Mention the few names they need to recognise, especially when the package contains similar-looking exports or multiple versions.

Keep technical instructions close to the relevant item. If an editable document needs particular software or supporting assets, explain that beside the source package. Put detailed setup steps in an accompanying readme when they would overwhelm the short message. A note should help someone begin, while the readme can carry the longer reference material.

Be explicit about omissions that could look like mistakes. If the agreed delivery includes finished exports only, say so. If a separate package will follow, identify it and the agreed timing. Check those statements against the actual scope before sending; the note should describe what you are delivering accurately.

Include access details and a useful contact

Tell the client when to save the files and where to ask for help. Use the actual expiry date shown for the delivery, and check it again before copying the message into an email. A deadline in an old template is easy to miss and can leave the recipient planning around the wrong date.

In SentIt, anyone with an active delivery link can access its files. Share it with the intended recipients and keep private project details out of a broadly forwarded note. Recipients can download without creating an account. Ask them to save their own copies; a delivery link should not be their only archive. Plan options and limits are on the pricing page.

A reusable delivery note template

Copy this structure into your project checklist. Replace every bracketed field and remove anything that does not apply. The aim is a short, useful message, so a delivery with two obvious files may need only a few lines.

[Project name] — [approved handoff / review / updated files]

This delivery contains [brief description of the package]. Use [file or group] for [purpose] and [file or group] for [purpose].

Included: [agreed exports and source files]. Please note: [important exclusion, dependency or instruction, if needed].

Next step: [specific action] by [date]. Please save your copies before the link expires on [date and time zone, if applicable].

If anything is missing or will not open, contact [name and contact method] with the file name and what happened.

An example for a finished menu package

Here is the same structure filled in for a fictional café project. The dates and files are examples; use the settings and contents of your own delivery when adapting it.

Harbour Café autumn menu — approved handoff

The approved menu exports are ready. Use the print PDF for your printer and the screen PDF for the website. The square JPG is the social post image. All three files are labelled v01.

This package contains the finished exports agreed for this project. Editable source artwork is not included. Please download and open all three files, then reply to the project email to confirm they arrived.

Save your copies before October 12, 2026, when this example link expires. If anything will not open, reply with the file name and the error you see so we can help.

Update the note when you revise the files

A revision needs a short change record. Say which file changed, what changed and whether the client should replace an earlier download. For example: “Updated October 9: the print PDF is now v02 with corrected opening hours. Please replace the v01 print PDF. The screen PDF and social image are unchanged.”

SentIt lets you edit a shared delivery and keep its link. Save the updated message alongside the current attachments, then tell the client about the change through your usual communication channel. Editing the delivery cannot replace files already saved on their device. A clear revision note helps them identify exactly what to download again.

Read it once as the recipient

Open the delivery link and compare the note with the files actually present. Check names, version labels, promised contents and the expiry date. If the message points to a missing file or asks for an unclear action, fix it before sharing. Use the file naming guide to make those references easy to follow, then run the full handoff checklist for the remaining checks.