A Video Editing Handover Checklist for Small Studio Teams

Verify what is being handed over

Before sending a folder, compare its contents with the shoot log. Check that footage from every camera and audio recorder is present and readable. Name the person who verified the backup. Do not clear camera cards just because a file copy appears to have finished.

For a two-camera wedding, write down which card covers each ceremony and where the separate speech recording lives. Tell the editor about missing coverage or damaged audio immediately; do not leave them to discover it near delivery.

Include a short handover note

Copy this into your project record and complete it before assigning the edit:

• Project and client reference:
• Source media location and access checked by:
• Backup location and verification owner:
• Camera and audio folders; known gaps:
• Approved brief and reference film:
• Agreed outputs, duration ranges and aspect ratios:
• Project settings and proxy workflow agreed with editor:
• Music, graphics, subtitles and permission status:
• Editor, internal reviewer and client approval owner:
• Rough-cut date, feedback date and final deadline:

Keep passwords in your team's chosen secure sharing method rather than pasting them into a general handover note.

Agree how versions move through review

Use a predictable name such as ProjectName_Highlights_v01_Review. Avoid “final_final_new”. Ask for feedback by version and timecode: “v01, 02:10: correct the spelling of the name”.

One person should consolidate the client's feedback. The editor marks each request complete or asks for clarification before making a subjective change. Record approval of the exact version that will be exported. If the client asks for a new deliverable, agree the extra work and deadline before adding it to the queue.

Review the film internally first

Watch the complete export, not only the editing timeline. Check the start and end, spelling, subtitles, audio levels and sync, unexpected black frames and the agreed orientation. Check that the music and visual assets match the permissions arranged for this project.

For wedding work, also check names, the event order and whether the promised moments are represented. A technically valid export can still fail the brief.

Close the handover with a delivery record

Test the delivery link as the client would, including download permissions. Send the approved filename, contents, download instructions and any agreed availability limit. Keep the project files and backups according to the retention arrangement you made with the client.

KLOUZ can track the owner, deadlines, delivery status and external file links. Your editing and storage tools handle the media itself. Use the editing checklist for your next handover, then read the revision guide to keep the next review round clear.