Playbook
Handoff Mail
A quick note on handoff emails for passing branded stock, venue notes, and setup info to the next team.
A handoff mail should help the next person act, not guess. Quantities, artwork status, venue names, dispatch notes and kit contents all need to be easy to spot. Handoff Mail is our note on writing clear internal and client updates for promo jobs.
Handoff Mail should show stock counts, artwork stage, courier or collection detail, venue name, and any setup warning in one scan.
Details that must appear
- Venue name and access time listed
- Packing photo attached for cartons and loose items
- Artwork file link added with version date
- Client and team names written as used internally
A handoff works best when it matches the stock list and the event brief. One note should tell the next team what is packed, what is still waiting on print, and what must be checked at the venue. That avoids digging through old mail threads while goods are in transit.
Typical handoff for promo jobs
Handoff Mail is the note that moves an event kit from one team to the next without losing detail. It should carry the stock list, venue notes, branding status and any setup points that matter on site. That makes it easier for organisers, promoters or procurement teams to work from the same information.
Lead with the job name, event date, city, and the person receiving the kit. After that, note the quantity per item, where branding stands, and whether dispatch is by courier, driver, or venue collection. Johannesburg office drops, Durban expo deliveries, and Cape Town hotel loads all need slightly different handling notes.
Include the image that best shows the packed state of the kit. A quick bench photo of lanyards, table throws, badge sets, or gift bags often clears up what words miss. Venue teams can then compare the mail to the cartons before doors open.
What the next team needs
A useful handoff leaves one working record for stock, print, and site setup. The reader should be able to see what is going out, what still needs approval, and what arrives separately from the main kit. That matters when promoters, organisers, and procurement contacts are all using the same update.
Before sending, check counts against the packing table and mark any split delivery clearly in the message. If there is a late artwork change, note which item it affects and whether old stock was removed from the batch. You can send the reference through our contact form if you want us to look at the wording against a current handover.
- Counts per carton and loose unit
- Photo of packed kit before dispatch
- Receiver name and mobile number added
Site conditions worth noting
Different venues need different handoff detail. A campus activation may need promoter arrival times and table allocation, while a conference drop may need loading dock rules and box labels for registration. Mall courts, schools, offices, and expo halls all benefit from clear notes on where stock must end up.
Weather and power issues can affect what goes in the mail. Coastal moisture matters for printed inserts and folded cartons, while dusty inland setups can affect acrylic signage and display pieces. Load-shedding can also change charging plans, screen use, and the time available for setup at the venue.
Operated by Astros Marketing (Pty) Ltd from 2 Makro Place, Sunnyrock 1401.
Notes worth adding to the mail
A quick note on handoff emails for passing branded stock, venue notes, and setup info to the next team.
Write the handoff while the packing layout is still in front of you. That is usually the easiest moment to record final quantities, missing items, replacement stock, and any client instruction that changed the pack. The same note can then sit alongside the stock list when someone asks what left the office.