Project handover is verified through a structured sign-off protocol managed between our delivery departments and your nominated lead. Before production code, source assets, or administrative credentials are transferred, both parties audit the completed deliverables against the agreed brief.
Internal pre-handover verification
Before you receive notification that a project is ready for handover, the work undergoes internal quality assurance across our studio departments:
1. Creative review: The Creative team checks all creative assets against the project brief, brand guidelines, and production standards. This includes file formatting, layer organisation, colour profiles, responsive design breakpoints, and font licensing compliance. 2. Technology review: The Technology team audits code quality, performance metrics, dependency trees, and deployment scripts. If staging environments are used, our team validates cross-browser compatibility, security headers, and environmental configurations. 3. Operations review: Operations & Client Services compares the output directly against the signed scope of work. They ensure every line item in the contract has been accounted for, documented, and packaged correctly.
Internal review takes place strictly within studio operational hours: Monday to Thursday, between 09:00 and 17:00 GMT.
Client inspection and verification
Once internal checks pass, Operations issues a handover notice via Ask Xylo on this portal. This initiates the formal client inspection stage.
During this window, your team inspects the deliverables on staging environments, preview links, or temporary repositories. Verification must be conducted by your nominated decision-maker against the scope defined in your quote.
All inspection feedback must be logged in a single, consolidated list rather than piecemeal updates. Submit this log directly through Ask Xylo so our team can triage items to Creative or Technology without administrative delay. First replies to logged tickets arrive within our 24-hour target during operating days.
What the client must supply
To complete handover verification without blocking final release, you must supply:
- Target destination access: Operational credentials or invitation links to your destination platforms (such as hosting servers, DNS managers, cloud storage buckets, or code repositories) with appropriate write permissions.
- Third-party accounts: Active subscriptions or licences for any third-party services specified in your project brief (such as email delivery APIs, paid plugins, or payment gateways).
- Nominated approver: A single designated team member authorized to sign off the handover register on your behalf.
- Written confirmation: Formal sign-off submitted in writing via the portal once your review is satisfied.
Failure cases and remediation
During handover verification, issues fall into two categories, handled through distinct procedures:
- Defects against the brief: If an element does not perform according to the agreed specification or an asset from the scope is missing, Technology or Creative addresses it immediately. Remediation work is prioritized and resubmitted for verification at no additional charge.
- Out-of-scope variations: If your review identifies new requirements, layout changes, or extra features not present in the original brief, these cannot be added to the current handover checklist. These items are routed to Operations for a bespoke quote, issued within 48 hours of receiving a complete brief.
- Review delays: If your team fails to action the verification inspection or provide destination access, the project remains paused. Deposits are non-refundable once your production slot is held. Before work begins, sums not yet earned are refunded pro rata; after work begins, completed work and booked time are charged. Defects are fixed free of charge within the acceptance window. The full terms are on the Refund Policy page of the main site.
Final transfer and project closure
Once the handover checklist is marked complete by both parties, Operations executes the asset and access release:
1. Data transfer: Primary repositories, master design files, or compiled production builds are moved to your designated platforms. 2. Access and credentials: Administrative access is transferred, studio API keys are replaced with client keys, and temporary studio staging credentials are deactivated. 3. Registry closure: The project status is formally set to completed in studio systems. Any subsequent operational queries or maintenance work should be submitted through the Ask Xylo chat on this portal.
Handover verification checklist
Ensure the following criteria are met before issuing final approval:
- [ ] All line items listed in the original project quote have been tested and reviewed.
- [ ] Production build runs cleanly on your approved hosting or staging environment.
- [ ] Design assets, vector source files, and typography packages are accessible and correctly structured.
- [ ] Destination accounts, hosting environments, and domain permissions have been provisioned.
- [ ] Consolidated remediation points have been resolved by Technology or Creative.
- [ ] Written sign-off has been dispatched via Ask Xylo.