Start with what the client needs to do
A final delivery is more than a folder of completed work. The client may need to publish a graphic, edit a document, send files to a printer or pass materials to a colleague who was not involved in the project. Package files around those next steps rather than around the way you worked on them.
Before exporting anything, revisit the agreed deliverables and make a short checklist. Note each item, its intended use, the format needed for that use and whether the client also needs an editable source file. For a small brand project, that might mean ready-to-use logo files, an editable master, a simple usage guide and any agreed social templates. This check helps you spot a missing format before the client has to ask for it.
Build a folder structure that explains itself
Keep the top level small enough to scan quickly. One possible structure is “Start Here,” “Final Files,” “Editable Sources” and “Reference.” Inside “Final Files,” group items by purpose, such as “Web,” “Print” or “Presentations.” Use the client’s likely language for these folders; a label such as “For Website” may be more useful to them than an internal production term.
Separate approved deliverables from working drafts and review exports. If drafts must be included, put them in a clearly labeled archive rather than beside files intended for immediate use. Remove accidental duplicates, empty folders and temporary exports. The goal is not to hide how the work was made, but to make the approved choice unmistakable.
Use file names that remain meaningful when a file is downloaded on its own. A name such as “Northline-logo-dark-background.svg” gives more context than “logo-final-2.svg.” Pick a consistent pattern for project, item and variant, and avoid relying on words like “latest” or “new,” which lose meaning over time.
Include usable formats and necessary dependencies
Deliver formats according to the agreed scope and the client’s likely tools. A client who needs to place an image on a website may benefit from a ready-to-use export; a colleague who will update the design may also need an editable source. Label these separately so nobody has to open several files to discover which one to use. If a particular application is required to edit a source file, say so in the handoff note.
Check whether the files depend on other assets to work as intended. Linked images, fonts, media, templates or supporting documents may need to travel with an editable project. Where licensing or project scope limits what you can share, explain what is not included and what the client will need to supply or obtain. Do not assume that a file opening correctly on your computer means it will open the same way elsewhere.
For complex projects, include a small preview or sample output alongside editable materials. A preview gives the recipient a reference for how the finished result should look, even if their software displays an editable file differently.
Write a short handoff note
Add a plain-text or PDF “Start Here” note at the top level. It should identify what has been delivered, point to the files for common tasks and distinguish ready-to-use exports from editable sources. Keep the language practical: “Use the files in Final Files/Web for the site; use Editable Sources if you need to change the artwork.”
The note is also a good place to record any decisions that could otherwise be lost: which version was approved, what has not been supplied and any steps needed before use. For example, a presentation handoff might explain which deck is ready to present and which template is for creating future slides. Keep detailed production history in separate documentation if the client needs it; the first page should help them get started.
Test the package before sending it
Open the delivery as though you were the recipient. Start from the shared link or downloaded archive, not your working directory. Check that permissions allow the intended people to access it, folders open, files are present and common exports display correctly. If possible, test editable files on a setup that does not rely on your local asset paths. Confirm that the names and handoff note match the contents.
When you send the delivery, provide one clear link or attachment and a brief message naming what is included and where to start. Ask the client to confirm that they can access the package and identify any agreed review or sign-off step. Once the handoff is complete, retain a tidy copy according to your project agreement. A well-packaged delivery reduces follow-up questions and leaves the client with files they can actually use.
