Agree what the recipient needs
Ask who will use the files and what they need to do next. A printer, an internal editor and a web developer may require different outputs. Record dimensions, file formats, colour requirements where relevant, editable-source expectations and the intended delivery method. Confirm specifications with the actual recipient rather than relying on a generic checklist.
Separate a review preview from a release file. A PDF made to discuss a layout may not contain the settings a production workflow needs. Clear labels help the recipient understand what can be used and which questions still need an answer. Do not make “final” stand in for a documented review decision.
Check the document and its linked assets
Adobe’s InDesign packaging documentation provides a concrete example: run a preflight check for problems such as missing fonts or links, then gather the document and appropriate linked assets. Other applications have different workflows, so use their actual documentation and the recipient’s requirements rather than assuming the same menu exists everywhere.
Open the intended output after export and check representative pages, image placement, text and links. Where practical, ask the recipient to confirm that the agreed files open in their environment. Keep a note of any application version or format decision that affects further editing, especially when the editable source is part of the handoff.
Keep rights with the asset record
An asset appearing in a project folder does not establish permission to transfer or publish it. Keep its source, creator, relevant terms and any unresolved question in the handoff record. The U.S. Copyright Office explains the rights associated with photographs; the basis for a particular use still requires its own contextual review.
Font handling also needs attention. Adobe’s packaging option excludes fonts activated from Adobe Fonts, and an application’s ability to copy another file is not a license grant. Agree how the recipient will access the necessary fonts or an appropriate alternative. Do not silently include third-party files without checking the applicable terms.
Make versions understandable
Use a consistent naming convention that identifies the project, deliverable and version without relying on a chain of “final-final” filenames. Place approved outputs in a clearly identified location and keep superseded drafts separate. State which file the recipient should review or use, particularly when multiple exports have similar names.
Include a short readme with the deliverable list, intended use, relevant specifications and unresolved decisions. For example: “Review PDF for internal discussion; source file included for agreed edits; replacement image still required.” That note prevents a reasonable-looking preview from being mistaken for a cleared production asset.
Close the handoff with an explicit decision
Ask the recipient to confirm what they received and raise missing items before the next stage. Record the review owner and what remains outstanding. A well-organized folder supports collaboration; it does not certify accessibility, clear claims, grant rights or approve a regulated placement. Those checks belong to the relevant responsible reviewers.