Mark notes
Handoff Mail
A practical note on handover emails that pass on artwork, quantities, site details and fitting instructions clearly.
Handover mails matter when artwork, print, finishing and dispatch touch the same job. In a busy signage workflow, a short clear mail can stop missed quantities, wrong branches or duplicate packing. Handoff Mail is our note on writing better internal and client handover messages.
Handoff Mail is the email that moves a signage job from artwork to print, packing, dispatch, and fitting without dropped details. For vinyl orders, branch roll-outs, and replacement marks, the note should carry the essentials in one place.
Artwork handover checks
- Branch, date, and access window stated
- Wide site photo plus one close detail
- Artwork filename and revision noted once
- Store contact named with actual role
Keeping those records matched helps when one branch needs a reprint and another needs a full pack.
How Handoff Mail moves artwork, marks, and vinyl job details
Handoff Mail should leave no gaps for the next person on the job. Pass on artwork, quantities, site details, and fitting notes clearly so production and installation are working from the same information.
Begin with the site condition, not only the artwork. Glass, painted wall, ACM panel, or existing board each changes fitment notes and packing needs. In Johannesburg, Durban, Cape Town, and smaller towns, access hours and delivery routes often matter as much as the graphic itself.
The first image should show the exact position where the mark or vinyl will land. Add a quick note on measurements taken on site, plus any obstacle such as security bars, ceiling bulkheads, or uneven brick. That record is useful when a panel returns for correction or when installers are working from a packed consignment only.
What the mail must carry
A useful handover email names the item, quantity, branch, material, finish, and packing split without hunting through old replies. It should also mention whether the job is print only, supply only, or supply and fit. For fascia graphics, window vinyl, and small brand marks, one clear instruction set is more useful than several partial messages.
Link Handoff Mail back to the related Mark notes entry or the relevant Shopfronts item when the job grows beyond one panel or one branch. Before dispatch, compare the mail against artwork approval, cut sizes, and the packing list. If you send a query through the contact form, mention whether the job is a reprint, a new site, or a rollout top-up.
- Quantities split by branch or parcel
- Photo matched to the final print
Site realities in South Africa
Handover mails for South African retail sites need branch names, centre rules, and courier limits called out early. An OR Tambo freight leg, a business-park receiving bay, or a mall delivery slot can affect carton sizes and dispatch timing. Older painted walls and patched sign trays should also be mentioned before any replacement vinyl is cut.
Coastal locations may need different notes on surface prep, especially where salt and moisture affect adhesion. Inland dust, afternoon heat, and power interruptions can alter print planning and fitment windows. Where a site has strict trading hours, record the permitted working period clearly in the handover mail.
Operated by Astros Marketing (Pty) Ltd from 2 Makro Place, Sunnyrock 1401.
Notes to include in handover
A practical note on handover emails that pass on artwork, quantities, site details and fitting instructions clearly.
Save the handover note with the job file while dimensions, branch codes, and finish choices are still fresh. It helps when a buyer asks what was printed, what was packed, and what still needs fitting. On repeat work, the previous mail becomes a useful check against changed artwork, revised quantities, or a new store contact.