A Simple Client Delivery Workflow for Creative Projects (That Clients Actually Use)

Client delivery shouldn’t feel like a scavenger hunt through email threads, chat apps, and “final_FINAL_v7” attachments. A clean delivery workflow saves time, prevents mistakes, and makes you look instantly more professional—especially when you’re sending large files like videos, RAW photo selects, multi-page PDFs, or whole project folders.

Below is a simple workflow you can reuse for most creative projects, whether you’re a freelancer or a small studio.

1) Agree on delivery expectations before you export anything

Before you package files, confirm the basics in one message (or a short checklist in your project doc):

• What formats are required? (e.g., WAV + MP3, PNG + SVG, PDF/X, H.264 + ProRes)
• What sizes/variants? (social crops, print sizes, web-optimised versions)
• What naming convention do they expect? (brand, campaign, date)
• Who should receive the delivery link? (client, producer, editor, legal)
• How long do they need access? (a week, a month, ongoing)

This step prevents last-minute re-exports and keeps the delivery tidy. If you’re unsure, default to delivering both a master and a web-friendly version.

2) Package your deliverables as a “delivery folder” (not a pile of files)

Create a single top-level folder that includes everything the client needs. Keep it predictable so clients can find the right file in seconds.

Suggested folder structure

• 01_DELIVERABLES
  • Final exports the client should use
• 02_WORKING_FILES (only if included)
  • Project files, sessions, source assets
• 03_PREVIEWS
  • Smaller MP4/JPG/PDF previews for quick review
• README (a short text or PDF)
  • What’s included, notes, version info, contact

If you’re delivering a lot of assets (e.g., hundreds of photos or multiple video cutdowns), the “01_DELIVERABLES” folder should be the clean, client-safe area. Everything else is optional.

3) Use clear, human-readable file names

A good naming pattern makes your delivery self-explanatory even months later. Pick one convention and stick to it:

• Project_Client_Asset_Version_Date.ext
• Example: NorthCafe_Instagram_ReelCut_1080x1920_v03_2026-06-10.mp4

For photo deliveries, consider grouping by selects:

• NorthCafe_Selects_HiRes_JPEG
• NorthCafe_Selects_Web_JPEG

4) Export both “master” and “preview” versions (when files are large)

Clients often want to check content quickly on a laptop or phone. Give them:

• Master files (high quality, larger)
• Previews (smaller, fast to download and review)

This reduces back-and-forth like “can you send a smaller one?” and helps approvals move faster.

5) Send as a single link (not email attachments)

Email attachments are easy to lose, and they hit size limits quickly—especially with video, layered design files, or audio stems. Instead, upload the whole delivery folder and send one clean download link.

With LetsSend, you can send a file free in minutes and share a single link your client can use without digging through multiple messages. If you want to understand what’s available for different workflows, see all features.

6) Set an expiration that matches the project reality

Expiring download links are useful because they reduce the chance that old deliverables keep circulating indefinitely—especially when you’ve shipped drafts, alternates, or pre-release materials.

Pick an expiration based on how the client works:

• 7–14 days: fast-turnaround campaigns, review rounds, draft deliveries
• 30 days: most standard client handovers
• Longer: ongoing retainers or teams that need more time (consider re-sending a refreshed link when needed)

If you regularly deliver to the same clients, it may be worth using an account so your deliveries stay organised. You can create a free account and keep a consistent workflow across projects.

7) Write a short delivery message that tells clients exactly what to do

Keep the message scannable. Include what’s inside, which folder to use, and what you need back (approval, notes, confirmation of receipt).

Delivery message template

• What’s included: “Final logo exports (SVG, PDF, PNG) + brand colour specs”
• Where to start: “Use the files in 01_DELIVERABLES”
• Notes: “PNG is for web; PDF is for print vendors”
• Next step: “Reply to confirm you can download everything”

This one step cuts down on confusion and prevents clients from grabbing the wrong file type.

8) Keep a “delivery log” for yourself

In your project notes (or a simple spreadsheet), record:

• Delivery date
• What was delivered (version)
• Who received the link
• Any special notes (usage restrictions, updated exports)

This makes it easy to answer “can you resend the final files?” without rummaging through old exports.

9) Troubleshooting: common delivery issues (and quick fixes)

“The client downloaded the wrong thing”

• Keep 01_DELIVERABLES clean and clearly named.
• Use “README” notes to point them to the correct files.

“They can’t open the file”

• Provide an alternative format (e.g., PDF plus packaged source, WAV plus MP3).
• Include preview exports so they can at least review content quickly.

“The link expired but they need it again”

• Re-send a fresh upload and note the new version/date in your delivery log.
• If you’re deciding what tier supports your workflow best, compare Free and Pro.

Build a workflow you can repeat

The goal is not perfection—it’s consistency. A repeatable packaging structure, clear naming, a single download link, and sensible expiration rules will make client delivery faster and calmer across every project.

If you have questions about sending folders, downloads, or link settings, read the FAQs or visit the Help Center.