Creative Agency Client Delivery Checklist (2026)

A creative director's job does not end at final approval. It ends when the client has everything they need, in the right format, organised in a way they can actually use, delivered through an experience that reflects the agency's standard.

Most agencies get the first part right. The work is good. The files are ready. Then the delivery itself is handled as an afterthought: a quick zip, a WeTransfer link, a two-line email.

The result is re-send requests, format confusion, missing files, and a final impression that does not match the quality of what came before it.

A delivery checklist fixes this. Not by adding complexity, but by making the right steps automatic. This article is that checklist, built for creative agencies running brand, motion, web, and campaign projects.

This article is part of the complete guide to client file delivery for creative agencies.

Phase 1: Pre-flight

Before you touch a single file, these questions need answers.

Has the client given written sign-off on the final version?
Is the scope of delivery clearly defined in the brief or contract?
Do you know which file formats the client needs for each deliverable?
Do you know where the client intends to use each asset (print, web, social, broadcast)?
Have you confirmed whether the client needs source files, or exports only?
Is there a handover note, usage guide, or README required for this delivery?
Have you agreed on a delivery deadline with the client?
Do you know the link expiry window the client needs to complete the download?

Why this phase matters

Delivering the wrong format wastes everyone's time. A client who needed a CMYK PDF and received an RGB PNG will come back within 24 hours. A client who needed editable source files but only received exports will come back within a week. Pre-flight is the five minutes that prevents an hour of re-work.

Only distribute files after you have written sign-off documented. This protects both you and the client. If the project does not have written final approval, the delivery has not been authorised. Do not skip this step.

Phase 2: File preparation

This is where most delivery failures actually happen. Not in the tool you use, but in how the files are organised and named before they go out.

Folder structure

Create a top-level folder named: AgencyName_ClientName_ProjectName_Year
Organise subfolders by use case, not by file type
Do not deliver a flat folder of 40 files with no structure
Include only final, approved files. Remove drafts, versions, and working files
If the delivery is complex, include a README.txt explaining what is in each folder

Example folder structure for a brand identity delivery:

AgencyName_ClientName_BrandIdentity_2026/
├── 01_Logos/
│   ├── Primary/
│   ├── Secondary/
│   └── Favicon/
├── 02_Colours/
├── 03_Typography/
├── 04_Guidelines/
└── 05_Mockups/

File naming

Name every file with: AgencyName_ClientName_AssetName_Variant_Format.ext
Include the colour mode in the name where relevant (RGB, CMYK, HEX)
Include the resolution or size where relevant (1920x1080, 300dpi, 72dpi)
Remove spaces from all file names. Use underscores or hyphens instead
Do not use version numbers in final file names (no _v3_FINAL_USE_THIS)

Good example: TrunkAgency_Meridian_LogoPrimary_RGB.svg Bad example: logo_final_v4_REAL.ai

File formats

Confirm the correct colour mode for each asset (RGB for digital, CMYK for print)
Deliver vector formats (SVG, AI, EPS) alongside raster exports (PNG, JPG, PDF)
Include both high-resolution and web-optimised versions where the client needs both
Package fonts if delivering editable files. Do not assume the client has them installed
If delivering video, include a README specifying which codec is for which platform

Phase 3: Delivery setup

The tool and settings you use determine what the client experiences when they click the link.

Choose a delivery tool that does not put third-party branding on your delivery page
Upload your agency logo and set your brand colours on the delivery page
Set the link expiry to give the client enough time to download (30 days is a sensible default)
Enable delivery confirmation so you know when the client has accessed the files
If you have a custom domain set up (e.g. files.youragency.com), use it for this delivery. You can setup your own domain for delivery with TrunkTransfer. Sign up here
Test the download link yourself before sending it to the client
Confirm the link works on mobile as well as desktop
Confirm the client does not need to create an account to download

Why branded delivery matters here

The delivery page is a client-facing surface. It carries your agency's identity or it carries someone else's. A creative director who has spent weeks on a project and sent it through a WeTransfer link has handed the last impression to WeTransfer.

For a full breakdown of the tools available and how they compare on branding, see: Best file delivery tools for creative agencies.

Phase 4: The send

Write a short delivery email. Not a long one. Three to five sentences maximum
State clearly what is included in the delivery
Note the link expiry date in the email body
Tell the client what to do if they have questions or cannot find a file
Do not send the delivery link in a Slack message or chat unless the client has specifically requested this

Delivery email template

Hi [Name],

The final files for [Project Name] are ready. You can download everything at the link below.

The link is live until [Expiry Date]. The delivery includes [brief summary: e.g. logo files in all formats, brand guidelines PDF, and typography files].

Let me know if anything is missing or if you have questions.

[Delivery link]

Short. Clear. Professional. The email exists to direct the client to the link, not to summarise the entire project.

Phase 5: Post-delivery

Check delivery confirmation to verify the client has accessed the files
If the client has not downloaded within 3 to 5 days, send a brief follow-up
Once the client confirms receipt, close the project internally
Archive a copy of the delivery folder on your own storage before the link expires
Log the delivery date and confirmation in your project management tool
If appropriate, send a short client satisfaction check-in one week after delivery

Why archiving matters

Having a single source of truth to manage creative projects allows teams to access past projects, creative assets, and all project details. The delivery archive is your record of what was delivered, in what format, on what date. Clients lose files. Hard drives fail. Having your own archived copy prevents you from starting from scratch when the re-send request arrives six months later.

Checklist by project type

The master checklist above applies to every project. These additions are specific to project type.

Brand identity

Deliver logos in all agreed formats: SVG, AI or EPS, PNG (transparent background), PDF
Include both full-colour and single-colour (black and white) versions of each logo
Deliver a horizontal and stacked version if both exist
Include a favicon version (ICO or 512x512 PNG)
Package the brand guidelines as a PDF, not an editable file
Include a colour palette file (ASE swatch file or HEX/CMYK/RGB reference document)
If typography is custom or purchased, include licence documentation
Include a short asset usage guide explaining which file to use and when

Motion and video

Deliver a master file in the highest quality format (ProRes, DNxHD, or agreed codec)
Deliver platform-specific exports separately: web (H.264 MP4), social (square and vertical), broadcast (if applicable)
Label each export clearly by platform and resolution in the file name
Include a README specifying which file is for which platform
Confirm audio levels are broadcast-standard if applicable (LUFS spec)
Deliver caption or subtitle files separately if required (SRT or VTT format)

Web design

Deliver a final design handoff file (Figma link with view access, or exported file)
Confirm all components are properly named and organised in the design file
Deliver exported assets in web formats (SVG for icons and logos, WebP or PNG for images)
Include a style guide or design tokens document if the client has a development team
Confirm image assets are optimised for web (file size and resolution)

Deliver all asset sizes required per platform in clearly labelled folders
Include both static and animated versions if both were produced
Deliver copy document separately as a PDF or Google Doc link, not embedded in image files
Confirm file formats meet each platform's technical requirements (Meta, LinkedIn, etc.)
Include a brief usage guide if assets are tied to specific campaign dates or sequences

The quick-reference version

For agencies that want a condensed version to pin up or paste into a project management tool:

Pre-flight: Written sign-off confirmed. Formats agreed. Source files vs exports clarified.

Files: Folder structure by use case. File names include agency, client, asset, variant, format. No version numbers. No working files.

Delivery setup: Branded delivery page. Custom domain if available. 30-day expiry. Confirmation tracking on. Link tested on desktop and mobile.

The send: Short email. State what is included. Note expiry date. Link in email body.

Post-delivery: Confirm receipt. Archive delivery folder. Log in project management tool.

Frequently Asked Questions

What file formats should I always include in a client delivery?

It depends on the project, but as a baseline for brand work: SVG and PDF for vector assets, PNG with transparent background for raster logos, and PDF for any documentation. For motion work, always include a platform-agnostic master file alongside the platform-specific exports. When in doubt, include more formats than the client asked for and label them clearly.

Should I include source files in every delivery?

Not necessarily. Source files (AI, PSD, Figma, Premiere) are often included only if the contract specifies it or the client has requested them. Including source files by default raises questions about ongoing editing rights and can create complications if the client makes changes without your involvement. Be explicit in the contract about whether source files are included in the scope.

How long should a delivery link stay active?

30 days is the standard for most project types. It gives the client enough time to download without requiring them to act immediately, but it creates a natural endpoint that prompts you to archive the delivery before it expires. For clients in different time zones or with slower internet connections, err toward longer rather than shorter.

What should I do if the client does not download the files?

Wait three to five days, then send a brief follow-up noting that the delivery is ready and the link expires on a specific date. If there is still no response after another few days, follow up by phone or video call. Do not let the link expire without confirming the client has their files.

Do I need to deliver source files and exports separately?

Yes. Never mix source files and exports in the same folder. Source files (Figma, AI, PSD) are working files. Exports (PNG, SVG, MP4, PDF) are production-ready assets. A client who finds an AI file when they were looking for a PNG will either open it in the wrong application or contact you for help. Separate folders remove the ambiguity entirely.

Does the delivery tool matter if my files are well-organised?

Yes. A well-organised folder inside a WeTransfer or Google Drive interface still carries the third-party platform's brand. The client experience of receiving the delivery is shaped by what they see when they click the link, not just by what they find inside the folder. A branded delivery page signals the same care and professionalism as the file organisation itself.

For the complete guide to client file delivery including tool comparisons, branding setup, and workflow templates, see: Client File Delivery for Creative Agencies: The Complete Guide.