01
Describe the placement and obtain the requirements
Record where the panel will appear, its agreed size and who will receive the finished piece. Ask the producer for the file requirements relevant to that job rather than assuming that a previous project’s settings apply. In the exhibition example, the handover should connect the panel identifier to its planned location. Include the producer’s instructions with the brief so the artwork preparer can work from the same information. Any installation arrangements should be agreed separately with the people responsible for the venue and the display.
02
Review content and production details as separate tasks
Name the person who checks the wording and the person who checks the file against the supplied production requirements. A content reviewer might confirm names, dates and captions, while the artwork preparer checks the requested dimensions and file preparation. Record outstanding questions before calling a version final. In the example, an approved paragraph does not automatically mean the complete panel is ready to send. Keeping the reviews distinct makes it easier to see which decision has been made and which part still needs attention.
03
Send an identifiable version with a clear receipt
Give the delivery file a version identifier that matches the handover note. State which panel it belongs to, who approved it and which files are included. Ask the recipient to confirm receipt and raise any unresolved production questions before proceeding under the agreed process. If a correction is needed, issue a clearly identified replacement and say which earlier file it supersedes. The resulting record gives everyone a route from the intended panel to the delivered artwork, reducing ambiguity about which version is under discussion.