At the end of a creative project, a designer should hand over final files in the formats you will actually use, the fonts or font licence details, any source files the agreement covers, a clear statement of usage rights, and an organised archive. The aim is that someone who was never in the project can use the work correctly in two years.
Agree the handover in the scope
Handover disappoints when it was never discussed. Decide at the start what you will receive, because source files, ownership and usage rights are often matters for the contract rather than assumptions. Government guidance for creative workplaces notes that, by default, employees’ work is owned by the employer and contractors’ work by the contractor unless the contract says otherwise, and that an IP clause should say who owns the work, who can use it commercially and whether ownership transfers. So write it down. See also website project agreements for a related checklist.
The handover checklist
Final files
- Logo set in vector and raster formats, in colour, single colour and reversed versions (see logo file formats explained).
- Final artwork for each deliverable, at the correct size and resolution, in the delivery format agreed.
- Exports for screen and for print as separate folders, clearly labelled.
- Social templates, presentation templates and email signatures if they were in scope.
Source and working files
- Editable files (for example layered design files or project files) if included in the agreement. If they are not, say so explicitly.
- Linked images and assets packaged with the source, so the files open without missing links.
- Colour values in every system the brand uses, recorded in the guidelines.
Fonts
Fonts are the most common handover gap, because a font is licensed software rather than part of the artwork.
| Situation | What to hand over |
|---|---|
| Open-licence font | A copy of the font files and a note of the licence |
| Commercial font | The foundry name, the exact family and weights, and licence details. Licences are usually bought by the party who will use them |
| Custom or modified font | The files and the terms under which they may be used |
| Web fonts | The hosting method and any licence that depends on page views or domains |
Open licences still have rules. The SIL Open Font Licence FAQ says fonts under that licence can be used commercially, including in logos and print, but cannot be sold by themselves, and that modified versions must be renamed where a reserved font name applies. For choosing and licensing typefaces generally, read choosing brand typefaces.
Licences and usage rights
- Stock photography, illustration, icons and music: the licence for each, with the licence type, term and permitted uses.
- Any third-party material that expires or is limited by media or territory.
- A statement of what the client owns, what is licensed, and what the designer may show in a portfolio.
- Moral rights: the same government guidance notes that moral rights belong to the creator, cannot be transferred and, in Australia, cannot be waived, so contracts typically address attribution and treatment of the work. Seek legal advice for specifics. This article is general information only.
Documentation
- Brand guidelines or a usage sheet.
- A short read-me listing what is in each folder.
- A contact for questions and the date of delivery.
Organise and archive
A consistent structure saves hours later:
- Top-level folders by purpose: Final, Source, Licences, Guidelines.
- Predictable file names with a version number and date.
- One master folder per project, copied to at least two locations.
- A read-me file at the top with the contents and licence summary.
- Keep the archive for the period your contract specifies and agree who holds it.
Check before you sign off
Open each file on a computer that does not have the designer’s fonts installed. If the layout breaks, the handover is not finished. Test the logos on a light and a dark background. Confirm every licence matches the way you plan to use the asset, and diarise any expiry dates.
Where Radiance Impact fits
Radiance Impact’s Studio produces brand films, animation and post-production, and the team can discuss what a clean handover should include for your project. Visit Studio or contact us.
Sources
- Intellectual property (IP), Creative Workplaces, Australian Government
- SIL Open Font License FAQ, SIL International
