THE COVEN: PROJECT HANDOVER TEMPLATE
Version 1 | 12 October 2026
Guide: https://thecovengirlgang.com/freelance/project-handover-template

For a small freelance service project. Edit or paste into your usual document.
This is an operational record, not a contract or legal sign-off. Use your agreed
scope, acceptance, payment and data-processing terms. Do not include passwords,
recovery codes, API keys or unnecessary personal data.

PROJECT
Project name:
Client / freelancer:
Agreed scope version and link:
Approved changes and link:
Handover record version / date:
Client contact / authorised approver:

DELIVERABLES (repeat for each item)
Item and agreed format:
Final version / location:
Intended recipient:
Access checked by / date:
Agreed acceptance criterion:
Acceptance status / evidence / date:
Next action / owner / agreed date:

OPEN ITEMS (repeat; write none only when accurate)
Item:
Impact on using the work:
Existing-scope correction / excluded task / proposed new work:
Owner who has accepted the action:
Next action / date:
Does this prevent handover of the affected item? Why?

ACCESS AND OPERATION
Account / project (no secrets):
Client owner / billing and renewal responsibility:
Permissions or transfer required:
Client access confirmation:
Instructions / walkthrough location:
Freelancer access to remove or retain:
Dependency and agreed removal date:

RIGHTS AND DATA
Usage licence / ownership agreement reference:
Third-party assets and restrictions:
Client's data-return/deletion instructions where applicable:
Necessary records retained, reason and retention rule:
Action completed / evidence / date:
Portfolio-use permission, if separately requested:

PAYMENT AND SUPPORT
Invoice reference / amount / currency / VAT treatment:
Actual payment received and reconciled:
Balance / agreed due date:
Included support and exclusions:
Support end date / contact route:
Process for additional work:

COMPLETION CHECK
[ ] Final files match agreed scope and versions.
[ ] Recipient can access and use the required files/accounts.
[ ] Acceptance is recorded, or clearly identified as pending.
[ ] Every open item has an owner, next action and date.
[ ] Instructions, rights and relevant restrictions are clear.
[ ] Access and personal-data actions follow applicable agreements.
[ ] Payment is tracked separately from delivery and acceptance.
[ ] Support expectations are agreed.

Decision: ready to close / partly handed over / awaiting action
Reason and affected items:
Next action / owner / date:
Record confirmed by / date:

EMAIL TO ADAPT
Subject: [Project] handover: files, review and next steps

Hi [name],

The agreed [deliverables and version] are available here: [link].
The handover record lists files, access, instructions and open items: [link].
Please confirm you can open the files, then [specific review action] by
[agreed date], using [agreed acceptance process].

The remaining items are [item, owner, action, date], or none.
The following work is outside this handover: [relevant exclusions].
The payment position is [accurate status], with [invoice reference] due
[agreed date]. Included support is [scope] until [agreed date].
For anything additional, contact me so we can agree the work first.

My access will [agreed action and timing], once [dependency].
Please tell me if any file or access does not work.

Thanks,
[name]

Replace every bracketed prompt before sending. Delivery, acceptance and
payment are distinct; do not mark a project accepted solely because files
were sent, or create new acceptance/payment terms in this email.