KeepPostdProject Handoff Checklist Template: Never Miss a Step
Free handoff checklists for web, design, marketing, and development projects. Copy, customize, and use for every client delivery.
The last 5% of a project is where most client relationships are won or lost.
You've done great work for months. The project is essentially complete. But the handoff — transferring everything to the client, documenting what you built, closing the loop cleanly — is where things fall apart.
A rushed handoff leads to: missing files the client needs in 3 months, credentials nobody wrote down, "how do I edit this?" emails that follow you for years, and the vague feeling that the project never really ended.
A proper handoff leads to: a satisfied client who refers you to others, a clean break that lets you move to the next project, and a professional reputation that compounds over time.
Here are 4 handoff checklists for different project types. Copy the one that fits, customize it, and use it for every project going forward.
Before the Checklist: Handoff Principles
Start the handoff before the project ends. Don't wait until launch day. Begin organizing deliverables, documentation, and credentials 1-2 weeks before the final delivery.
The client should never have to ask for something twice. If they need a file, credential, or document after the project ends, they should know exactly where to find it. That's the handoff's job.
Document for the person who comes after you. The client might hire someone else next year. Your documentation should make sense to a stranger, not just to you.
Close the project formally. An email that says "I think we're done?" is not a handoff. A clear "Here's everything, here's how to access it, here's what happens next" is.
Template 1: Website/WordPress Project Handoff
Best for: WordPress developers, web developers, front-end agencies
# [Project Name] — Handoff Checklist ## Access & Credentials - [ ] WordPress admin login shared (username + temporary password) - [ ] Hosting account access confirmed (or documented who has it) - [ ] Domain registrar access documented - [ ] FTP/SFTP credentials shared (if applicable) - [ ] Email account credentials (if set up by you) - [ ] CDN or caching service logins (Cloudflare, etc.) - [ ] SSL certificate details: provider, expiration date, auto-renew status - [ ] Google Analytics/Search Console access granted to client's email - [ ] Any third-party service logins (forms, chat widgets, CRM integrations) ## Files & Assets - [ ] Final design files shared (Figma, Sketch, PSD — whatever was used) - [ ] Logo files in all formats (SVG, PNG, EPS, favicon) - [ ] Brand style guide (fonts, colors, spacing — if created) - [ ] Original images (full resolution, before optimization) - [ ] Custom icons or illustrations (source files) - [ ] Content inventory document (what content is on which page) ## Technical Documentation - [ ] Site architecture overview (pages, templates, custom post types) - [ ] Plugin list with purpose of each plugin - [ ] Custom code documentation (what was built custom vs plugin) - [ ] Theme child theme structure (if applicable) - [ ] Database backup provided - [ ] Instructions for common edits (add blog post, update text, change image) - [ ] Performance baseline documented (page speed scores, core web vitals) - [ ] Caching configuration notes ## SEO & Analytics - [ ] 301 redirects in place (old URLs → new URLs) - [ ] XML sitemap submitted to Google Search Console - [ ] Google Analytics tracking verified on all pages - [ ] Meta titles and descriptions set for all key pages - [ ] Robots.txt reviewed (staging "noindex" removed) - [ ] Schema markup in place (if applicable) - [ ] Google Business Profile updated with new URL (if applicable) ## Training - [ ] Client training session completed (recorded if possible) - [ ] Training video or document shared - [ ] Common tasks walkthrough: adding pages, editing content, adding images - [ ] Backup procedure explained - [ ] "What to do if the site goes down" instructions ## Launch Verification - [ ] All pages reviewed on desktop, tablet, mobile - [ ] All forms tested (contact, newsletter, etc.) - [ ] All links checked (internal and external) - [ ] 404 page in place - [ ] Favicon displaying correctly - [ ] Social sharing images (Open Graph) set - [ ] Email deliverability tested (contact form notifications arriving) ## Support & Next Steps - [ ] Support period defined and communicated (e.g., "30 days post-launch") - [ ] Maintenance agreement discussed (ongoing or as-needed) - [ ] Emergency contact info provided - [ ] Final invoice sent - [ ] Project status page updated with "Complete" status - [ ] Client feedback/testimonial requested
Template 2: Design Project Handoff
Best for: Graphic designers, brand designers, UI/UX designers
# [Project Name] — Design Handoff Checklist
## Design Files
- [ ] Final design files shared in editable format (Figma, AI, PSD)
- [ ] Exported assets in required formats:
- Print: CMYK, 300dpi, PDF/EPS
- Web: RGB, SVG/PNG
- Social: Platform-specific dimensions
- [ ] All artboards/pages organized and named clearly
- [ ] Design components and variants documented (if UI/UX)
- [ ] Font files shared (or font purchase links documented)
## Brand Assets (if brand project)
- [ ] Logo in all variants: full color, white, black, icon-only
- [ ] Logo formats: SVG, PNG (multiple sizes), EPS, PDF
- [ ] Color palette documented: hex, RGB, CMYK, Pantone
- [ ] Typography: font names, weights, license information
- [ ] Brand guidelines document (usage rules, spacing, dos and don'ts)
- [ ] Social media templates (profile pic, cover images, post templates)
- [ ] Email signature template
- [ ] Business card print-ready files
## Documentation
- [ ] Design decisions documented (why key choices were made)
- [ ] Style guide or design system shared
- [ ] Grid system and spacing rules documented
- [ ] Responsive breakpoints defined (if web/UI)
- [ ] Interaction notes for animations/transitions (if applicable)
## Asset Organization
- [ ] All files organized in a clear folder structure
- [ ] File naming convention explained
- [ ] Stock images/illustrations sourced and licenses documented
- [ ] Custom illustrations source files included
- [ ] Photo editing files (Lightroom presets, PSD retouching) shared if relevant
## Handoff to Development (if applicable)
- [ ] Design specs exported (spacing, sizing, colors)
- [ ] Assets exported at required resolutions (1x, 2x, 3x)
- [ ] Interaction prototypes shared (Figma prototype link)
- [ ] Developer annotations added to complex components
## Closure
- [ ] Client has confirmed receipt of all files
- [ ] Usage rights and license terms documented
- [ ] Final invoice sent
- [ ] Feedback/testimonial requested
- [ ] Status page updated to "Complete"End every project with a clean status page
KeepPostd lets you post your final handoff update to the client's status page. Complete project history from kickoff to delivery — all in one link the client can reference anytime.
Template 3: Marketing/SEO Project Handoff
Best for: Marketing agencies, SEO agencies, content agencies ending a retainer or project
# [Project Name] — Marketing Handoff Checklist ## Account Access - [ ] Google Analytics access transferred to client - [ ] Google Search Console access transferred - [ ] Google Ads account ownership transferred (if applicable) - [ ] Social media account passwords/access documented - [ ] Email marketing platform access (Mailchimp, ConvertKit, etc.) - [ ] SEO tool access (Ahrefs, SEMrush) — client's own account if possible - [ ] CRM access documented - [ ] Ad platform access (Meta Business Suite, LinkedIn Ads, etc.) ## Content & Assets - [ ] All published content cataloged (titles, URLs, publish dates) - [ ] Unpublished drafts shared - [ ] Content calendar and future topic ideas shared - [ ] Image/graphic assets in editable format - [ ] Video content with source files - [ ] Brand voice guide / content style guide shared - [ ] Email templates shared ## SEO Documentation - [ ] Current keyword rankings exported - [ ] Backlink profile exported - [ ] Technical SEO audit summary (current state) - [ ] Content strategy document (what was done, what's planned) - [ ] Redirect map (if any URL changes were made) - [ ] Internal linking structure documented - [ ] Page performance baseline (traffic, conversions by page) - [ ] Competitor analysis shared ## Advertising - [ ] Campaign structure documented - [ ] Audience targeting settings documented - [ ] Best-performing ads and creatives identified - [ ] Budget allocation history shared - [ ] Conversion tracking setup documented - [ ] Remarketing audiences documented ## Analytics & Reporting - [ ] Custom dashboards shared or recreated in client's account - [ ] Reporting templates shared - [ ] KPI benchmarks documented (where things stand now) - [ ] Attribution model documented - [ ] Conversion goals and events documented ## Strategy & Recommendations - [ ] Summary of what worked and what didn't - [ ] Recommended next steps (even if you're not the one doing them) - [ ] Ongoing maintenance tasks (what needs to happen monthly) - [ ] Vendor/tool recommendations if client will self-manage - [ ] Known issues or risks flagged ## Closure - [ ] Final performance report delivered - [ ] Final invoice sent - [ ] Support period defined (e.g., "2 weeks for transition questions") - [ ] Feedback/testimonial requested - [ ] Status page updated to "Complete"
Template 4: Development/App Project Handoff
Best for: Software developers, app developers, custom development agencies
# [Project Name] — Development Handoff Checklist ## Code & Repository - [ ] Repository access granted (GitHub, GitLab, Bitbucket) - [ ] Main/production branch is clean and deployable - [ ] README.md updated with setup instructions - [ ] Environment variables documented (.env.example file) - [ ] Third-party API keys documented (what they are, where to find them) - [ ] License file included ## Documentation - [ ] Architecture overview (system diagram, data flow) - [ ] API documentation (endpoints, authentication, rate limits) - [ ] Database schema documented (tables, relationships, migrations) - [ ] Deployment guide (step-by-step for production deploy) - [ ] Common operations guide (how to add users, reset passwords, etc.) - [ ] Known issues and tech debt logged - [ ] Testing instructions (how to run tests, what's covered) ## Infrastructure - [ ] Hosting/server access documented - [ ] Domain and DNS settings documented - [ ] SSL certificate details: provider, expiration, renewal process - [ ] CDN configuration documented (if applicable) - [ ] CI/CD pipeline documented (or access granted) - [ ] Monitoring and alerting setup documented - [ ] Backup procedures documented and tested - [ ] Logging setup documented (where to find logs, how to debug) ## Third-Party Services - [ ] All third-party service accounts listed with access info - [ ] Billing ownership transferred where applicable - [ ] API usage and limits documented - [ ] Webhook configurations documented ## Security - [ ] All development/staging credentials rotated - [ ] Client has changed default admin passwords - [ ] Security measures documented (rate limiting, CORS, auth flow) - [ ] Vulnerability scan completed - [ ] Data handling and privacy compliance documented ## Training & Support - [ ] Admin panel walkthrough completed - [ ] Common tasks demonstrated and documented - [ ] Escalation paths for issues defined - [ ] Support period defined and communicated - [ ] Recommended maintenance schedule shared ## Closure - [ ] Client has confirmed everything runs correctly - [ ] Your access scoped down to what's needed for support period - [ ] Final invoice sent - [ ] Post-project review completed - [ ] Feedback/testimonial requested - [ ] Status page updated to "Complete"
How to Use These Checklists
Start early. Don't wait until the last day. Begin filling in the checklist 1-2 weeks before project end. You'll catch missing items while you still have time to address them.
Share it with the client. Send the checklist as a shared document. Let them see what's being prepared. It builds confidence and gives them a chance to add anything they need.
Create a deliverables folder. Every file, credential, and document referenced in the checklist should live in one organized folder. Google Drive, Dropbox, or a shared workspace — one link to find everything.
Use it as a template. Save your checklist and reuse it for every project. Over time, customize it based on patterns you notice — add items you always forget, remove items that never apply.
Mark your status page as complete. When using KeepPostd or a similar tool, the final update is satisfying for everyone: "Project complete. All deliverables handed off. Here's your checklist: [link]."
The Handoff Email
Once everything is ready, send a formal handoff email. Here's a template you can adapt:
Subject: [Project Name] — Final Delivery & Handoff Hi [Client Name], Your project is complete! Here's everything you need: ALL DELIVERABLES: [link to shared folder] HANDOFF CHECKLIST: [link to completed checklist] STATUS PAGE: [link — now showing "Complete"] Quick summary: - All files, credentials, and documentation are in the shared folder - Training video is included: [link] - Support period: I'm available for questions until [date] If anything is missing or unclear, let me know this week while everything is fresh. It's been great working with you. If you're happy with the result, I'd appreciate a brief testimonial: [link] Thanks for trusting me with this project. [Your name]
For more email templates you can use throughout the project lifecycle, see our client communication guide and weekly update templates.
FAQ
When should I start the handoff process?
1-2 weeks before the planned delivery date. This gives you time to organize files, document processes, and catch any missing items.
Should I charge for the handoff?
It should be included in your project scope. If the handoff is unusually complex (extensive training, detailed documentation), include it as a line item in your proposal so the client understands the value.
What if the client never acknowledges the handoff?
Follow up once: "Just confirming you've received everything from the handoff. Please let me know if anything is missing — I want to make sure you're set." If they don't respond within a week, document that you delivered and move on.
How do I handle clients who keep asking questions after the support period?
Be clear about the boundary: "My included support period has ended. I'm happy to help with ongoing questions — here's my hourly rate for post-project support: [rate]. Or we can discuss a maintenance retainer."
Should I keep copies of everything I hand off?
Yes. Keep your own archive for at least 12 months. Clients will come back asking for files they've lost. Having a copy protects both of you.
Related Guides
End every project with a clean status page
KeepPostd lets you post your final handoff update to the client's status page. Complete project history from kickoff to delivery — all in one link the client can reference anytime.
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