A packaging handover is the working file set and decision record that tells production exactly what to make. At this stage you move from design to execution. The goal is not a perfect file but an agreed set of inputs: product identifier, final artwork, material and print parameters, proof approvals, and a single owner who can answer questions during the run. This article lays out practical steps and exact items you can ask, compare, and document before the line starts.

Tie packaging to the exact product version and bill of materials

Begin by naming the product version the packaging applies to. Suppliers and factories often handle multiple SKUs and seasonal variants. Provide a clear product identifier, SKU, or internal version code and link it to the bill of materials (BOM) that lists the primary product, inner/outer pack counts, and any inserts. Ask the factory to confirm which SKU the artwork will be printed for and to flag any discrepancies.

Document how packaging dimensions relate to the finished product. Measurements can change with small product revisions, so include a drawing or photo showing the packed product inside the packaging, target orientation, and any critical fit points. Require the supplier to confirm fit on record or provide a signed measurement checklist that ties the versioned product to the packaging option.

• Provide SKU/version code and BOM reference
• Attach a photo or drawing showing product-to-pack fit
• Request supplier confirmation on version-match

Lock artwork files and define print-ready specifications

Lock the artwork set that will go to production and label each file with a clear version and date. Finalize file formats, color profiles, and bleed and safe area details. Tell the supplier which master files are approved for print and which are only for reference. A locked file means no further creative changes without a formal change request.

Specify exact print parameters: color system (for example CMYK vs spot), target Pantone references if used, total ink limits, resolution minimums, and dieline placement. If artwork relies on spot inks or metallics, state how those will be handled in the press plan. Ask the factory to acknowledge receipt of the locked files and confirm they can meet the stated specs.

• Label files as FINAL_v01.pdf with date and owner
• List color system, profiles, and ink limits
• Require supplier acknowledgment of approved files

Specify materials, coatings, and manufacturing tolerances

Define the exact substrate, weight, and finish for every packaging component. For cartons, that may mean paper grade and grammage; for labels, material type and adhesive. State finishes such as varnish, matte or gloss lamination, hot-foil, embossing, or varnish location. If multiple material options exist, include an explicit primary choice and acceptable alternates with conditions for use.

Spell out tolerances and measurable acceptance criteria. Provide numeric tolerances for dimensions, allowable percent variation in thickness, and visible defect thresholds for print and finishing. Ask the supplier to confirm they can source the stated materials and to identify any lead-time or minimum order constraints that may affect the production schedule.

• List primary material with specification and acceptable alternates
• Include finishing types and exact locations on dieline
• Set numeric tolerances for dimensions and visual defects

Approve print proofs and define sampling rules

Require a specific proof type and approval step before full production. That could be a digital color-accurate PDF proof plus a physical press sample, a shrink-sleeve mockup, or a short-run sample carton. Define what constitutes an acceptable proof, who will review it, what checks they must perform, and the deadline for approval. Make it clear whether approval of the proof is conditional on color, layout, fit, or material performance.

Decide whether to accept a virtual proof or to require an in-person or couriered physical sample. State the consequences of proof failure: whether the supplier reworks at their cost, whether production is delayed pending corrected samples, and what decision gate will lift production hold. Keep the sampling rules simple and measurable so approval is an operational yes or no.

• Specify proof type required and reviewer name
• Set deadline for proof approval and failure consequences
• Clarify whether virtual proofs are acceptable

Assign ownership, responsibilities, and the handover record

Appoint a single handover owner responsible for final approvals and communication with the factory. Record that person's name, contact method, and authority level. If other teams must sign off (quality, marketing, compliance), list them with precise scopes: what each team checks and whether their signoff is mandatory or advisory.

Produce a concise handover record that lists every decision, file, and approval with timestamps and signatory. The record should be a short structured document or spreadsheet containing product version, locked filenames, material specs, proof approval record, sampling instructions, and the named owner. Require both buyer and supplier to sign or acknowledge this record to reduce ambiguity during production.

• Name single handover owner plus secondary approvers
• Use a dated handover record listing files and approvals
• Obtain supplier acknowledgment of the handover packet

Use a pre-production checklist and decision gates

Translate all elements into a short pre-production checklist the factory can tick off before the run. Entries should be binary and actionable: locked artwork received, material confirmed, proof approved, sample received, owner contact confirmed. A checklist creates clear decision gates and makes the next sourcing decision visible: proceed, hold for correction, or change scope.

Include explicit escalation steps and timelines. If an item fails the checklist, require the supplier to pause and notify the owner with a minimum viable report: the issue, the proposed remedy, and an estimated time to resolution. This keeps the handover operational rather than theoretical and gives you the information needed to decide whether to proceed, change quantities, or schedule rework.

• Checklist entries: artwork, materials, proof, sample, owner confirmation
• Decision gates: Proceed / Hold / Rework with required reporting
• Set maximum response times for supplier escalations

Create the handover packet, attach locked files, and send it to the named owner and supplier for written acknowledgment.