A campaign asset handoff checklist for copy, images, and video

A campaign handoff is complete when the receiving person can publish the intended creative without guessing which file, copy version, or destination to use. A folder full of exports is only part of that job. The handoff also carries approval, usage context, and any restrictions that could change how the asset should appear.

Use this checklist for a small campaign batch or one substantial deliverable. Keep the package focused on what the recipient needs. Link to the deeper production history instead of burying the approved output among every draft.

1. Identify the campaign and approved versions

Begin with a short manifest: campaign name, asset IDs, version numbers, approval date, and approval owner. State which files are ready for use and which are references. If the package replaces an earlier delivery, name the superseded versions explicitly.

Use filenames that remain understandable outside your own folder structure. "spring-workshop-demo-v04-vertical.mp4" is more useful than "export-7.mp4." The exact naming convention matters less than consistency and the ability to connect a published asset to its source record later.

For an illustrative pottery workshop campaign, the manifest might identify one demonstration video, two image variations, and three approved captions. It should explain which caption belongs with which creative when that relationship matters. Do not make the publisher infer pairings from the order files happen to appear.

2. Include complete copy and destination details

Supply the approved headline, primary copy, call to action, and destination in a form the recipient can copy accurately. Include any required qualification, product naming, or date information. Spell out which text is embedded in the visual and which needs to be entered during publishing.

• Confirm the exact destination and any agreed tracking parameters.
• Check that the destination matches the offer shown in the creative.
• Verify dates, locations, availability, and offer terms with the owner.
• Identify copy variants as alternatives rather than one combined message.
• Include meaningful image descriptions where the publishing context supports them.

Open the destination as part of the handoff review. A technically valid link can still lead to the wrong event, an expired promotion, or a page that no longer supports the ad's promise.

3. Verify that delivered files work

Open every approved image and play every final video. Do this with the delivery files, not just the editable sources or an earlier preview. Confirm that the files are complete, legible, and appropriate for the requested formats.

For video, review the opening, the ending, audio continuity, captions, and any details that must be readable. Watch the whole file; checking only the first frame will not reveal a missing call to action or a later audio error. For images, inspect small text and important product details at a representative display size.

Record the intended dimensions and aspect ratio. Publishing requirements can change, so the person deploying the campaign should check the destination platform's current specifications before upload. Do not assume that one export will display identically in every placement.

4. Carry permissions and factual constraints

List the rights or permissions associated with supplied photography, footage, music, logos, and identifiable people. Include any limits on duration, territory, placement, or editing that the team has documented. If permission is unresolved, mark the asset as blocked rather than placing it beside approved files without explanation.

Attach the source for claims that a publisher or reviewer may need to verify. A brief note can point to an approved product specification or current offer document. Avoid treating an internal approval label as evidence that every possible use of an asset is appropriate.

If material is illustrative, simulated, or reconstructed, preserve the relevant context. The recipient should understand any disclosure or presentation decisions already made during review and should know whom to contact if the publishing format changes them.

5. Explain publishing intent and open dependencies

Describe the role of each asset in the campaign. Is it a new concept, a format variation, or a revised version of an existing ad? Link its test ID when the batch belongs to a creative testing matrix. This makes later performance records easier to interpret.

Name the person responsible for publication and the person who can answer creative questions. Record any remaining dependency, such as a confirmed event date or a destination-page update. Keep a dependency separate from a suggestion so an optional preference cannot be mistaken for a launch requirement.

In MediaWriter, you can develop copy, image creative, video plans, and rendered media around the campaign's promo. Use that context to assemble the approved deliverables and handoff notes; the final publishing setup still needs its own review in the destination system.

6. Confirm receipt and preserve the package

Ask the receiving person to confirm that the files open, the required copy is present, and the destination is clear. This is a practical completeness check, especially when large files or access-controlled links are involved.

Preserve the delivered manifest and approved versions together. When a change is necessary, issue a specific replacement note instead of silently swapping a file. That small habit protects the connection between what the team approved, what was published, and what future results can actually teach you.