The complete client file handoff checklist

The minimum practical retention period is 90 days. Most change requests and re-export needs arrive within that window. After 90 days, move source files to cold or offline storage rather than deleting them — storage is cheap and the cost of recreating a lost file is high. For ongoing clients with recurring projects, keep the last two project archives accessible at all times. Check your contracts too: some clients or industries have specific retention requirements written in.

Google Drive and Dropbox work, but they have a branding problem: the client sees a generic Google or Dropbox URL, not your agency or studio. For professional client delivery, a branded delivery link — served from your own domain — signals that the handoff is an intentional, polished part of your service, not an afterthought. It also avoids the friction of requiring the client to log in or create an account. BulkShare lets you deliver files via a link on your own custom domain, with optional password protection and download tracking built in.

With a standard Google Drive or Dropbox link you cannot tell unless you manually check access logs, which most plans do not expose clearly. BulkShare Pro shows you per-link analytics: when the link was opened, when individual files were downloaded, and how many times. This eliminates the need to ask 'did you get the files?' and gives you a clear handoff timestamp for your project records. If a client claims they never received the delivery, you have the data to verify.

Always deliver in the format the client can actually use, not just the format you work in. The standard is: export a production-ready file (PDF for print, PNG/WebP for web, MP4 for video) as the primary deliverable, and include the native source file (AI, PSD, Figma export, etc.) in a separate Source-Files/ folder if your contract specifies it. Never deliver only a source file when the client has not paid for source files, and never deliver only a web-optimized export when the client needs to reprint. When in doubt, ask before delivery — a one-line question saves hours of re-exporting later.

Confidential deliverables — brand strategy, unreleased creative, financial documents, personal data — should always be behind a password. Set the password separately from the link: send the link in one message and the password in a separate channel (e.g., SMS or a separate email). Set an expiry date so the link automatically deactivates. Never send sensitive files as email attachments, as these can be forwarded or stored indefinitely without your knowledge. BulkShare Pro supports password protection and configurable expiry on every shared link.

A delivery notes file (README.txt or Delivery-Notes.pdf in the root of your delivery folder) should contain: the project name and date, a list of all included deliverables with file names, a brief note on each file's intended use (e.g., 'Logo_CMYK.pdf — for print; Logo_RGB.png — for digital'), any important usage instructions or limitations, your contact details for revision requests, and the expiry date of the download link if one is set. Two minutes to write this file saves a disproportionate amount of client email back-and-forth.