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Handover Process

Smooth transition of deliverables from ARUKZ to client with complete documentation and access.

Overview​

The handover process ensures all deliverables, documentation, and access are properly transferred to the client for successful project completion.

Purpose:

  • Complete project delivery
  • Transfer ownership
  • Ensure continuity
  • Enable client independence
  • Close project formally

Handover Checklist​

Deliverables ✅​

  • All agreed deliverables complete
  • Final files delivered
  • Source files provided
  • Documentation included
  • Backups created

Access & Credentials ✅​

  • Admin access transferred
  • Hosting credentials
  • Domain access
  • Email accounts
  • Third-party services
  • Analytics accounts
  • Social media access

Documentation ✅​

  • User guide
  • Admin manual
  • Technical documentation
  • Training materials
  • Support resources
  • Maintenance guide

Training ✅​

  • Training sessions completed
  • Recordings provided
  • Questions answered
  • Confidence confirmed

Legal & Financial ✅​

  • Final invoice sent
  • Payment received
  • Contract fulfilled
  • Sign-off obtained
  • Warranty terms clear

Handover Package​

1. Project Files​

Includes:

  • Final website/application
  • Source code
  • Design files
  • Content files
  • Database backup
  • Configuration files

Format:

  • Organized folder structure
  • README file
  • Version information
  • Access instructions

2. Documentation​

Includes:

  • User guide (PDF)
  • Admin manual (PDF)
  • Technical docs (PDF)
  • Video tutorials (links)
  • Quick reference guides
  • FAQ document

3. Credentials Document​

Includes:

  • Admin logins
  • Hosting details
  • Domain registrar
  • Email accounts
  • FTP/SSH access
  • Database credentials
  • API keys
  • Third-party services

Security:

  • Encrypted file
  • Secure delivery
  • Password separately
  • Change after handover

4. Support Information​

Includes:

  • Support contact details
  • Support hours
  • Escalation process
  • Warranty terms
  • Maintenance options
  • Emergency contacts

Handover Meeting​

Duration: 60-90 minutes

Agenda:

  1. Project Summary (10 min)

    • What was delivered
    • Key achievements
    • Metrics/results

  2. Deliverables Review (20 min)

    • Walk through all files
    • Explain organization
    • Highlight important items

  3. Access Transfer (15 min)

    • Provide all credentials
    • Verify access works
    • Explain security best practices

  4. Documentation Review (15 min)

    • Overview of all docs
    • How to use resources
    • Where to find help

  5. Support & Maintenance (10 min)

    • Warranty coverage
    • Support options
    • Maintenance plans
    • Contact information

  6. Next Steps (10 min)

    • Post-launch monitoring
    • Follow-up schedule
    • Feedback process

  7. Q&A (10 min)

    • Answer questions
    • Address concerns
    • Final clarifications

Handover Email Template​

Subject: Project Handover - [Project Name]

Hi [Client Name],

Congratulations! Your project is complete and ready for handover.

**Handover Package Includes:**

1. **Project Files**
   - Link: [Secure download link]
   - Password: [Sent separately]
   - Expires: [Date]

2. **Documentation**
   - User Guide: [Link]
   - Admin Manual: [Link]
   - Video Tutorials: [Link]

3. **Access & Credentials**
   - Sent via secure encrypted file
   - Password sent separately
   - Please change passwords after receipt

4. **Support Information**
   - Email: support@arukz.com
   - Phone: [Number]
   - Hours: Mon-Fri, 9am-6pm IST
   - Warranty: [Duration/Terms]

**Next Steps:**

1. Download all files
2. Verify access to all accounts
3. Review documentation
4. Schedule follow-up call (if needed)

**Handover Meeting:**
- Date: [Date]
- Time: [Time]
- Link: [Meeting URL]

Thank you for choosing ARUKZ DIGITAL! We're here to support you.

Best regards,
[Your Name]
[Title]
ARUKZ DIGITAL

Post-Handover​

Week 1​

  • Confirm files received
  • Verify access works
  • Answer questions
  • Quick support

Week 2-4​

  • Check-in call
  • Address issues
  • Additional training
  • Gather feedback

Month 2-3​

  • Performance review
  • Optimization suggestions
  • Maintenance discussion
  • Relationship building

Best Practices​

Do's ✅​

  • ✅ Organize everything - Clear structure
  • ✅ Document thoroughly - Comprehensive guides
  • ✅ Test all access - Verify before handover
  • ✅ Provide support - Be available
  • ✅ Get sign-off - Written confirmation
  • ✅ Follow up - Check satisfaction

Don'ts ❌​

  • ❌ Rush handover - Take time needed
  • ❌ Assume understanding - Verify comprehension
  • ❌ Forget backups - Always create backups
  • ❌ Leave gaps - Complete documentation
  • ❌ Disappear - Provide ongoing support

Last Updated: January 2026
Version: 2.0

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