Start with a delivery manifest
List the deliverable names or references, revision, file type and purpose. For multi-part work, explain how the pieces relate: a workbook, source map, exception list and filing guide may all be needed. Identify what collection and cutoff the delivery covers so a later incoming document is not mistaken for an omission.
Explain the changes made
Record the transformations that matter to the recipient: filenames changed, columns mapped, pages grouped or records flagged. Provide a location or naming map where needed. Separate requested changes from unresolved source issues. A statement that files were cleaned is too vague to tell the next person what they can rely on.
Describe checks and their coverage
Name the checks actually performed. For example, all packet page counts may have been reconciled while a defined sample of text was compared. State the coverage accurately instead of saying everything was verified without a definition. Match the checks to the acceptance criteria agreed for the task, such as editable tables or preserved product identifiers.
Make questions actionable
Each unresolved item needs a stable reference, a concise question, a responsible decision maker and the effect on the output. Keep uncertainty visible in the deliverable where a downstream user could otherwise mistake it for confirmed data. A question list that lives only in an email can become separated from the files it explains.
Reference: DOC-SAMPLE-031 Issue: two conflicting revisions supplied Decision needed: identify the current approved source Owner: designated project contact Output status: both retained; neither labeled approved
Confirm the destination works for the recipient
Have an authorized recipient check that files can be accessed and opened in the intended workflow. An emailed notification is not evidence that the receiving user can reach a private folder. Keep access credentials and reusable upload links out of a broadly shared manifest. Resolve delivery access without loosening permissions beyond the agreed audience.
Record acceptance and the next handling step
Distinguish delivered, accessible, under review and accepted. The agreement should identify who can accept the work and how corrections are requested. Source retention or deletion follows the actual handling agreement and explicit authorization; a successful download does not by itself authorize destruction. Leave the recipient with the maintained copy and enough context to use it.
A few useful answers
Is delivered the same as accepted?
No. Delivery confirms an output was provided. Acceptance means the authorized person has reviewed it under the agreed criteria.
Should every handoff include every source file?
Follow the agreed deliverable and access scope. Identify sources and locations without unnecessarily duplicating or redistributing material.
Can source files be deleted after delivery?
Only according to the agreed handling policy and authorization. Do not infer deletion permission from delivery, receipt or a payment event.