Handover and Sign-off

What the Code says

The Code of Practice states that professionals should “present work clearly and professionally” and “establish clear approval processes.”

The handover is your last opportunity to demonstrate professionalism and set up successful implementation of your work.

Presenting work effectively

How you present work influences how it’s received:

Context setting

Don’t just send files. Provide context:

• Brief recap of the project objectives
• Summary of your approach
• Key points you’d like them to notice
• Any questions or decisions needed

Format appropriately

Deliver work in the format that makes review easiest:

• Word documents for text-heavy content with tracked changes expected
• Google Docs for collaborative review
• PDFs for final, approved work
• Format specified by the client if they have preferences

Make it scannable

Busy clients don’t always read cover-to-cover. Use headings, bullet points, and clear structure to make key points easy to find.

Guiding the feedback process

Help clients give you useful feedback:

Ask specific questions

Instead of “What do you think?”, ask:

• “Does this accurately represent your product?”
• “Is the tone right for your audience?”
• “Are there any factual errors?”
• “Is anything missing from the key messages?”

Set expectations

Remind them of the process:

• What stage this is (first draft, revised version, final)
• What kind of feedback is most useful now
• How feedback should be submitted
• When you need it by

Request consolidated feedback

If multiple stakeholders are involved, ask them to consolidate feedback before sending. Conflicting feedback creates problems.

Managing the approval process

Clear approval processes prevent problems:

Define what approval means

Be explicit: “Approval means you’re happy for this to be published/used as-is. Any changes after approval may be chargeable.”

Get it in writing

Verbal approval isn’t enough. Ask for written confirmation: “Please reply to confirm you’re happy to proceed with this version.”

Track versions

Keep clear records of what was sent when, and what feedback was received. Version numbers and dates prevent confusion.

Identify the approver

Make sure the person approving actually has authority to do so. Getting sign-off from the wrong person can mean starting again.

Final handover checklist

When work is approved, ensure a clean handover:

Deliverables

• All files in agreed formats
• Source files if required
• Any supporting materials (image specs, meta descriptions)
• Clear file naming

Documentation

• Final approved version clearly marked
• Notes on any assumptions or decisions
• Style guide or terminology notes if relevant
• Instructions for implementation if needed

Commercial

• Final invoice (if not already sent)
• Confirmation of project completion
• Discussion of any follow-up work

Post-project practices

Good practices after project completion:

Request feedback

Ask how the project went and whether they’d like to provide a testimonial. This builds relationships and gives you useful input.

Archive properly

Keep records of the project: brief, correspondence, versions, and final approved work. You may need to reference them later.

Follow up on results

If appropriate, check in later to see how the work performed. This shows interest and provides case study material.

Stay in touch

Don’t disappear after invoicing. Appropriate follow-up keeps you top of mind for future work.

Summary

The handover process is your final opportunity to demonstrate professionalism. Present work with context, guide clients toward useful feedback, and get clear written approval before considering work complete.

A clean handover protects both parties and sets the stage for successful implementation — and future work together.