Design notes
Handoff Mail
A practical note on handoff emails for teams sending wall art files, sizes and install notes clearly.
When a wall-art job moves from sales to design, then to print or installation, the handoff mail needs the right files, sizes, finishes and delivery notes in one place. Handoff Mail is our note on cleaner internal sign-offs.
Handoff Mail is written for the handover between sales, design, print and fitting on wall-art work in South Africa. The message must carry the approved art file, final sizes, finish choice, site contact and access notes in one place so the next team is not hunting through old mail. For the matching software route, use the contact form and include your request.
Checks before handover leaves
- Venue, date and access window listed
- Current wall photo attached with scale reference
- Approved artwork folder linked for production
- Client, site and installer numbers included
Use Handoff Mail with the relevant product information and the project brief. One page should cover the print method, material or finish, while the mail carries the live job facts. That split helps design, print and installation read the right detail without guessing which version applies.
How handoff mail supports showroom and install teams
Send wall art files, sizes, and install notes in one clear message when artwork moves from design to print, production, or fitting.
Confirm the substrate, wall condition and hanging method before sending the handover. Fresh paint, uneven plaster, glass partitions and lift size can all change packing, drilling or panel joins. In Johannesburg, Durban and Cape Town, site rules and traffic timing also affect when pieces can be delivered and fitted.
The first site image matters because it shows light fittings, corners, sockets and trim that dimensions alone often miss. Save a short handover note beside the art file so reprints and replacement panels follow the same spec. That reduces the late phone calls that start when installers open the crate on site.
What the team must receive
A useful handoff gives production one approved version, one set of measurements and one finish instruction for each piece. It should also name crop direction, framing choice, fixing method and any room restrictions such as reception hours or tenant access. Clear mail beats a chain of mixed replies when wall art is moving toward print.
Link this note to the matching substrate guidance and the relevant design entry before any extras are added to the order. Recheck the approved file name, panel count and delivery label before dispatch to courier or site. Share a photo of the space and the print finish you like, and the studio will plan the piece.
- Artwork sized to the actual wall
- Existing wall condition recorded before print
- Reply trail kept with project folder
Site factors across South Africa
Handover details differ between apartment blocks, offices, restaurants and retail sites, so the mail must note where the work is going. Include any brand rules, supplied artwork and sign-off contact at the start, especially when agencies or landlords are involved. Keep rush reprints separate from wider décor planning so production can read the immediate requirement clearly.
Coastal humidity in KZN and the Western Cape can influence finish choice, edge sealing and packing. Inland dust around busy fit-out sites affects how framed prints, acrylic faces and vinyl pieces are protected before installation. Load-shedding and building access rules should be noted in the handover when they affect print timing or fitting slots.
Operated by Astros Marketing (Pty) Ltd from 2 Makro Place, Sunnyrock 1401.
How to frame the email
A practical note on handoff emails for teams sending wall art files, sizes and install notes clearly.
Send the handoff while measurements, approval status and site instructions are still current. Add the latest artwork reference, final dimensions and any install sketch used by the designer or sales team. That gives the buyer, printer and fitter one record to work from when sign-off is requested.