Large Video Delivery Workflow for Agencies (Client Handoff)

Delivering final video projects should be simple: render, upload, send link. But in reality, it's messy.

Clients can't open ZIP files. Revision requests come in via email. You have no idea if they actually downloaded the final cut. Sound familiar?

This guide provides a repeatable workflow for video agencies to deliver projects professionally, track downloads, and collect client assets—without the chaos.

Common Agency Pain Points

1. Revisions Chaos

You send "Final_V3.mp4". Client sends feedback. You upload "Final_V3_REVISED.mp4". Client asks, "Which one is the latest?"

2. Missing Assets

Client needs to send you raw footage. They try email (fails). They ask, "Can you send me a Dropbox link?" You don't have shared storage.

3. Delivery Confirmation

Did the client download the file? Did they watch it? You have no idea. You follow up via email. No response. More emails.

Step 1: Packaging Tips

Folder Structure

Use a clear hierarchy:

ProjectName_ClientName_Final/
├── 01_Final_Deliverables/
│   ├── ProjectName_Final_4K.mp4
│   └── ProjectName_Final_1080p.mp4
├── 02_Source_Files/
│   ├── project_file.prproj
│   └── audio_stems/
└── README.txt

File Naming Convention

Be descriptive and version clearly:

• ClientName_ProjectName_Final_4K_v1.0.mp4 ✅
• final_FINAL_USE_THIS.mp4 ❌

Include a README

README.txt should contain:

• Project title and date
• File formats and resolutions
• Playback recommendations
• Contact info for questions
• Next steps

Step 2: Delivery

Send Transfer Link or Email

Option A: Email Delivery - Enter the client's email. They receive a secure download link directly in their inbox.

Option B: Shareable Link - Generate a link and include it in your project handoff email.

Recommended Approach

Use email delivery with download tracking. This way, you know exactly when the client accessed the file.

Step 3: Request Assets via Voucher

If you need the client to send files back (e.g., logos, raw footage, approval documents):

1. Create a voucher (file request link)
2. Set parameters: Max file size, expiry, custom message
3. Send the voucher link to the client
4. Receive files automatically—no file-sharing account needed on their end

Step 4: Tracking Downloads as Proof of Delivery

With TeraSender's download tracking, you can:

• See exactly when the client downloaded the file
• Get notified via email
• Use download confirmation as proof of delivery for billing/contracts

No more guessing. No more "Did you get the file?" emails.

Handoff Checklist

Before you send the final package:

• ☑ Files are named clearly and versioned
• ☑ Folder structure is organized
• ☑ README is included with playback instructions
• ☑ Transfer link is set to expire after 30 days
• ☑ Client email is correct (for email delivery)
• ☑ Custom message is added explaining what's included
• ☑ Download tracking is enabled
• ☑ Voucher is created if you need files back

Deliver your next project with one link - start free.