Document handover should connect the accepted source with the output received. For printing, that includes physical specification, quantity and allocation. For typing, it includes completed records and unresolved exceptions. A delivery note or folder of files alone does not establish that the buyer has received a complete usable result.
Document handover should connect the accepted source with the output received. For printing, that includes physical specification, quantity and allocation. For typing, it includes completed records and unresolved exceptions. A delivery note or folder of files alone does not establish that the buyer has received a complete usable result.
Keep the approved proof or source instruction available to the receiving reviewer. Confirm that the delivered output refers to that version and any authorised changes. A later file with a similar name should not silently replace the approval record.
For print, inspect content and relevant production features against the accepted sample. For typing, check the agreed field structure and reconcile a representative set of entries with source references. The receiving team should know what it is checking and which decisions remain with a specialist or factual owner.
Compare printed quantities and pack allocations with the order. Identify short, damaged or incorrect items precisely. A total quantity can be right while branch variants are wrong, so include the allocation level where it matters.
For typing, reconcile the source register with completed records and the open-query list. Consider a hypothetical batch with unreadable pages. Those items should remain visible as exceptions rather than vanish from an apparently complete output folder.
Open the agreed digital deliverables and confirm formats, versions and naming. If editable files or templates were purchased, verify their receipt. Clarify ownership and permitted use through the contract rather than assuming every element used in production is transferred without limitation.
Use the buyer's approved information-transfer method for sensitive documents. The handover index can identify files without exposing personal information or access details unnecessarily.
Record acceptance, conditional acceptance or rejection against the agreed criteria. Assign an owner and date to remaining corrections. Keep a supplier error distinct from a buyer request to change already approved content so the commercial treatment can be assessed fairly.
Reconcile the invoice with the accepted specification, delivered quantities and authorised revisions. Do not close the job simply because the output is physically present if a material file, batch or charge remains unexplained.
Retain the final record where future buyers can use it. The handover should make clear what was received, what is still uncertain and how a later question can be traced to the source and approval. That traceability is especially valuable when a different employee orders the next batch or investigates an error after the original production contact is unavailable.
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