Pm Handoff

PM Project Handoff Skill

Closes out a client project cleanly — pre-launch checklist, handoff document, client training, and project archival — in a consistent, repeatable process.

Works for any service type. Adapt the checklist to your deliverable.

Configuration

Handoff Sequence

Step 1 — Pre-Delivery Checklist

Run through this before generating the handoff doc or contacting the client. Everything must pass. If something fails, fix it first.

For a website project:

TECHNICAL
□ Site loads on production domain
□ HTTPS working, HTTP redirects correctly
□ All pages load without errors
□ All forms tested (submit + receive confirmation)
□ Mobile layout verified on phone and tablet
□ No broken links on key pages
□ No placeholder text (search for "Lorem ipsum")
□ No broken images
□ Page speed acceptable (Google PageSpeed ≥ 60)
□ robots.txt allows search engine indexing
□ Analytics tracking firing correctly

CONTENT
□ All contracted pages are published
□ All images have alt text
□ SEO titles and meta descriptions on all pages
□ Contact info correct (phone, address, hours)
□ Copyright year is current

CMS / PLATFORM
□ All plugins/extensions updated
□ Default admin username changed (not "admin")
□ Staging URL removed from settings
□ Maintenance mode is OFF
□ Backups configured and tested

CLIENT SIGN-OFF
□ Client has reviewed the live/staging site
□ All punch list items resolved
□ Written final approval received
□ All scope alerts resolved (no pending change requests)

Adapt this list to your deliverable type (app, design, marketing, etc.)

Step 2 — Generate Handoff Document

Fill out the template in references/handoff-doc-template.md and deliver it to the client. Store a copy in your project files (Google Drive, Notion, etc.)

The handoff doc should contain everything the client needs to operate independently — logins, how to make updates, support contact, what's next.

Never put passwords directly in the handoff document. Send passwords separately via a secure channel (1Password share link, LastPass, or a separate encrypted message). The handoff doc can reference "credentials sent separately."

Step 3 — Send Handoff Email

From {{APPROVER_EMAIL}}, to primary contact:

Subject: [Project Name] — Your [Website / App / Project] is Ready! 🎉

Hi [first name],

Congratulations — [project name] is complete!

I've attached your handoff document with everything you need:
login credentials (sent separately), how to make updates,
and how to reach us if you need anything.

A few important things:
• [Primary URL / login / key deliverable]
• For support: {{SUPPORT_EMAIL}}
• We'll check in with you in 30 days

It was a pleasure working with you on this.
Don't hesitate to reach out anytime.

— {{APPROVER_NAME}}
  {{AGENCY_NAME}}
  {{SUPPORT_EMAIL}}

Attach the handoff document (PDF preferred — harder to accidentally edit).

Step 4 — Schedule Training (if applicable)

If training was contracted or is appropriate:

• Book a 60-minute screen share session
• Send calendar invite with agenda:
  • How to log in
  • How to make common updates
  • Where to find the handoff doc
  • How to get support

Step 5 — Archive the Project

In your PM tool:

1. Set project status → Complete
2. Set completion date → today
3. Mark any remaining open tasks as Complete or Cancelled
4. Add a project summary note (what was delivered, any notable issues, LTV)

In your file storage (Drive, Dropbox, etc.):

1. Move project folder to an Archive/ or Completed/ directory
2. Confirm handoff doc is saved there
3. Confirm any design source files are organized and saved

Step 6 — 30-Day Follow-Up

Create a reminder task for 30 days after delivery:

Task: 30-Day Check-In — [Client Name]
Due:  [delivery date + 30 days]
Note: Check that everything is running smoothly. Ask about:
      - Any issues since launch
      - How the site is performing
      - Whether they need ongoing support or maintenance

This is also a natural moment to discuss ongoing maintenance, retainers, or the next project.

Key Rules

1. Pre-delivery checklist before handoff doc — never skip it
2. Passwords never in the handoff document — always a separate channel
3. Written final approval before archiving — email confirmation is fine
4. Handoff doc delivered before final payment cleared — client should have everything they need before the relationship ends
5. Scope alerts must be resolved — no open pending change requests when you close a project
6. 30-day follow-up is not optional — create the task now, not later

Reference Files

• references/handoff-doc-template.md — Full client handoff document
• references/pre-delivery-checklist.md — Detailed checklist by project type

Need This Built Into Your System?

This skill describes a process. If you want it running automatically — checklists triggered on task completion, handoff docs generated and emailed, training sessions scheduled, projects archived in one click — that's a systems build.

Cynthia Schomp builds AI-powered operations infrastructure for service businesses: custom dashboards, automated project workflows, client portals, and the full stack behind skills like this one.

→ cynthiaschomp.com