Concept
1. The goal
A great handover means: the client's staff can refresh, use and lightly fix the file on their own computer, and both sides agree the work is complete. Good handovers bring referrals and retainers; bad ones bring midnight calls.
2. The handover checklist
File
- No personal paths (
C:\Users\yourname\…) — folder path in a parameter cell (Analysis track, Module 3) - Refresh tested on the client's machine and Excel version
- Data-quality checks show green; totals reconciled with a figure the client trusts
- Calculation mode Automatic; no #REF!, #N/A or #SPILL! anywhere
- Sheets organised (DASH, CALC, RAW), helper sheets hidden, structure protected (Dashboards track, Module 8)
- Macros (if any): stored in a trusted location or signed; IT approves .xlsm
- File size trimmed; version number in the file name
Documentation
- README sheet: purpose, data sources, refresh steps, KPI definitions, known limitations
- Change log with the delivered version
- Passwords shared through a safe channel (not inside the file)
People
- Training session (30–60 min), recorded, with the person who'll run it monthly
- They do one full refresh themselves while you watch
- Support window agreed (e.g. 30 days bug fixes) and how to request changes
Close-out
- Final files delivered (workbook, PDF sample, README) to a shared folder
- Written acceptance ("Received and working as agreed")
- Final invoice sent
- Your own copy archived without the client's confidential data (or per agreement)
3. Handover note (email template)
Subject: Handover - Monthly Sales MIS Automation v1.0
Hi [Name],
The Monthly Sales MIS is ready and tested on [Client PC/user].
Files (shared folder: [link]):
- Sales_MIS_v1.0_2026-04-18.xlsx - main workbook (open DASH sheet)
- Sales_MIS_Sample_Mar-2026.pdf - one-page sample output
- Training recording - [link]
Monthly steps (also on the README sheet):
1. Save the 5 branch exports in [folder]
2. Data > Refresh All
3. Check the Quality sheet (all green) and the total vs Tally
4. Export PDF / share the file
Support: bug fixes free until [date]. New features: Rs 1,200/hour after approval.
Please reply "Accepted" if everything works as agreed, and I'll send the final invoice.
Thanks,
[Your name]
4. After handover
- Check in once after their first independent monthly run.
- Ask for a short testimonial and permission to describe the project (without data) in your portfolio.
- Offer a retainer if they'll need changes regularly (Lesson 1).
5. Protect yourself and the client
- Never keep client data longer than needed; delete local copies per agreement.
- Don't reuse a client's workbook or data in your public portfolio — rebuild the idea with synthetic data.
- Keep proposals, acceptance emails and invoices together for each project.
Common mistakes
Delivering a file that only works on your laptop. No training, so the client calls every month. No written acceptance, so "small changes" never end. Client data in your GitHub.