Begin with a short inventory
List each final file, its purpose, format and version. The recipient should know which item is approved without opening every folder.
Keep masters and derivatives distinct
Separate the agreed master from channel-specific exports. Record resolution, duration or edition details where they help someone use the files correctly.
Include the words around the work
Titles, descriptions, credits, captions and accessibility materials often travel with the release. Include the items your project actually commissioned.
Make permissions easy to locate
Keep an agreed rights summary and relevant licenses with the project record. Possession of a file alone does not establish permission to publish it.
Explain what happens next
State where files were delivered, what the recipient should check and how to raise a delivery issue during the agreed support window. A clear handoff closes the loop.
Use these questions to prepare your next conversation. Your written project agreement determines the actual scope and terms.
Prepare a project brief ↗← Back to the journal