01 / Free agency template
Define the handoff boundary
State what is being handed over and which phase the checklist closes. A design handoff, a website launch and the end of an ongoing service are different events. Name the client recipient and the agency owner so questions have a route after the meeting.
Use the accepted scope and approved changes to build the inventory. This prevents a handoff from quietly omitting promised items or adding an unsupported claim that everything is complete. Keep pending items visible with an owner and a decision about whether they block acceptance.
02 / Free agency template
Create an inventory of final deliverables
List each artifact, version, location and intended use. Distinguish editable source files from published outputs, and explain any dependencies needed to use them. A folder named Final is not sufficient when it contains several similar versions and no acceptance record.
Check links from the recipient's perspective. A working link for an agency administrator may not be accessible to the client. Verify the relevant sharing permission or account ownership without assuming that copying a URL transfers control of the underlying system.
03 / Free agency template
Transfer access and ownership deliberately
Identify which accounts, assets or resources remain agency-owned and which become client-controlled under the agreement. Use platform invitations and approved transfer mechanisms. Avoid copying secrets into the checklist or sending a password alongside a broad file share.
Record the owner responsible for access recovery and ongoing billing where applicable. A handoff can fail weeks later because nobody knows who renews a domain or pays for a required service. Make those responsibilities explicit without asserting a transfer that has not actually been completed.
04 / Free agency template
Explain how the work should be operated
Provide the instructions necessary for normal use: where updates happen, which files are source material, what depends on a third-party service and what should not be changed casually. Keep the explanation proportional to the recipient's responsibilities.
For an illustrative website launch, operating notes may cover content updates, form destinations, hosting responsibility and the support route. They should not imply ongoing maintenance is included unless the agreement provides it. A short verified guide is more useful than a copied technical manual nobody has reviewed.
05 / Free agency template
Record exceptions and support boundaries
List known limitations, unresolved defects and deferred requests separately. Identify the person responsible, expected next step and whether the item affects acceptance. A clear exception register is more credible than an unconditional Everything is done when the team knows otherwise.
Separate included correction obligations from new work or ongoing support. Refer to the actual agreement for duration, service levels and commercial terms. The handoff checklist is an operational record, not a place to invent a warranty or silently remove an existing commitment.
06 / Free agency template
Close the project in the right sequence
Confirm receipt and acceptance of the deliverables, reconcile outstanding time and invoice preparation, and assign remaining actions. Record delivery acceptance and payment status separately. Keep project completion, invoice status and cash reconciliation distinct.
Finish with a short internal review of estimated versus actual work, approved changes and useful process lessons. Preserve the final brief, decisions and handoff record where the team can find them. A reusable lesson is more valuable than a project archive that merely contains a large number of files.
THE PRACTICAL DETAILS
Questions, answered.
Can this be used before full project completion?+
Yes. Define the phase being handed over, such as design to development. Do not imply that later delivery or commercial obligations are complete.
Should passwords appear in the checklist?+
No. Use credential-manager references or platform transfer mechanisms, and identify the responsible account owner.
Does handoff mean the invoice is paid?+
No. Acceptance, invoicing and payment are separate states. Review each through the appropriate process.
What if there are outstanding issues?+
List them clearly with owners and their effect on acceptance. Agree the next step instead of hiding the issues or marking them complete prematurely.
