CREATIVE HANDOFF RECORD
Free editable worksheet from Aitoma
Guide: https://aitoma.ai/guides/creative-handoff-package#handoff-record
Public contact: hello@aitoma.ai

HOW TO USE
Copy one blank record per asset/language/account/placement package. Link shared
files. Replace bracketed fields; leave missing decisions explicitly pending.
This worksheet is not an approval, license, publishing authorization or contract.
Do not include passwords, access tokens or unnecessary personal/customer data.

BLANK RECORD

1. PURPOSE AND DESTINATION
Package ID: [ ]
Customer question or communication purpose: [ ]
Audience, language and market: [ ]
Platform, placement and intended account: [ ]
Destination URL and intended action: [ ]
Destination checked by / date / access conditions: [ ]
Target publishing date / time / time zone: [provisional until cleared]
Publishing owner: [name or internal role]

2. EXACT MATERIALS
Approved delivery folder: [link; keep drafts separate]
Export filename / version / file link: [ ]
File hash, if used: [algorithm and value; optional]
Carousel sequence, if applicable: [ordered filenames and total slide count]
Post-copy filename / version / link: [ ]
Cover or thumbnail: [file/version; not applicable; or pending]
Video captions: [burned in / separate file / both / not applicable / pending]
Separate caption file and language, if supplied: [ ]
Image descriptions, if needed by placement: [text/file link; or pending]
Relevant claim and source-asset records: [links and outstanding decisions]
Use limits or review dates to check: [recorded limits; unresolved; or none recorded]
Editable project files: [agreed delivery only; link or not included]

3. PACKAGE REVIEW
Final exports open and play correctly: [checked by/date or pending]
Slide sequence complete: [checked by/date; not applicable; or pending]
Post copy, creative, offer and destination agree: [checked by/date or pending]
Actual placement preview and caption behavior checked: [by/date or pending]
Account and schedule/time zone checked: [by/date or pending]
Required source/use decisions resolved: [record links or pending]
Open issues, owner and next action: [ ]

4. DECISIONS -- KEEP THESE SEPARATE
Creative decision: [pending / needs changes / approved for stated scope]
Exact approved materials: [versions and links, including post copy]
Creative reviewer / decision date / evidence link: [ ]
Permission to publish: [pending / authorized for stated account and schedule]
Publishing decision owner / date / evidence link: [ ]
Ad spend authorization, if relevant: [separate record or not applicable]
If anything changes after approval: [hold affected package; identify revised
material, decision owner and required rechecks before publication]

5. PUBLICATION RECEIPT
Actual publication date / time / time zone: [ ]
Live post URL or platform identifier: [ ]
Actual exported file and post-copy versions used: [ ]
Platform-side modifications or discrepancies: [ ]
Receipt recorded by / date: [ ]
Performance or learning-log reference: [optional; separate from approval]

FICTIONAL WORKED EXAMPLE -- NOT A REAL DELIVERY OR APPROVAL

Package: COFFEE-CHOICE-02 / English / example brand account / short video
Question: How does this coffee fit a morning routine?
Export: COFFEE-CHOICE-02_v02_master.mp4
Original post copy: COFFEE-CHOICE-02_v02_post-copy.txt
Original action: Explore the current range.
Destination: [example product-range page; replace with the real URL]
Creative decision: In this scenario, the business reviewer approved the v02
export with the v02 post copy. An actual package must include the real approval
evidence, date and reviewer; these example filenames are not supplied assets.

CHANGE BEFORE PUBLICATION
The publisher proposes adding "20% off" to the post copy as v03.
The offer and matching destination have not been verified.
Package status: HOLD. Video approval does not cover the new promotion.
Owner: business reviewer to confirm the offer or restore approved wording.
Next action: preserve v02; identify v03 as proposed; resolve the offer; recheck
the creative, copy and destination together; record the resulting decision.
Permission to publish: pending resolution and a separate publishing decision.
Publication receipt: blank because the example is not published.

AFTER RELEASE
Record the actual file versions, post identifier and platform-side changes.
Do not treat a folder upload or successful export as evidence of publication.
Do not treat creative approval as proof of campaign results.