Agree what the receiving team needs to do
Ask whether the supplier needs an agreed production PDF, editable source material for an authorised correction, or both. Those are different handoffs. Do not require an entire agency working folder merely because the order uses the word artwork.
If an accepted production PDF is sufficient for the intended workflow, the brand can keep its controlled editable master separately. If the printer must adjust a placed image or rebuild part of the layout, the relevant source and permitted assets become a practical requirement.
Clarify the intended correction and who approves it. Supplying editable material should not become an unexplained invitation to replace imagery or change the brand design. Keep the received source distinct from the output ultimately released for printing.
Identify linked and embedded assets
Adobe's linked-file guidance distinguishes linked and embedded files and describes missing or updated link states. Embedded artwork becomes part of the document without a continuing link to the original source. That makes its identity important too; embedding is not evidence that the latest approved image was used.
Have the designer inspect the relevant placed assets. Record the asset name, intended image, current source revision and whether the file is linked, embedded, missing or awaiting an update. The purpose is to locate a real gap, not to manufacture a software warning.
If the designer sees an update, ask what changed before accepting it. The newest file in a folder is not necessarily the image the brand approved. A replaced illustration can preserve its filename while changing an important leaf, texture or colour detail.
Choose a lawful and workable transfer route
Adobe's package-file explanation describes collecting linked graphics, relinking options and a package report. It also flags permission when copying fonts. Use those capabilities as an example of a deliberate handoff, not a requirement that every buyer purchase the same software.
Ask the agency which agreed route preserves the necessary assets and references. Depending on the receiving workflow, that may involve a collected source package or appropriately embedded material. Confirm what the recipient should open and which files remain linked.
Check permissions for the assets being transferred. A legitimate production route does not mean sending unrelated stock libraries or assuming every font and image licence permits redistribution. Where access is restricted, have the rights holder and designer establish a permitted alternative without bypassing a licence.
Reopen the transferred material
Have the receiving party open the actual supplied package or file. A designer checking the original document on the original computer has not demonstrated that the transfer includes its dependencies.
Compare the important artwork elements with the approved reference. Identify any missing or substituted image, changed crop or unresolved source question. Record the exact received version and the finding so the agency can correct a specific issue instead of receiving a general message that the file is broken.
Keep source completeness separate from source quality. A collected low-detail image is still low-detail at an unsuitable placement. The image-resolution guide explains that different review. This handoff concerns whether the intended assets are present and identifiable in the first place.
Give the agency a precise asset record
Start with the controlled source revision and approved visual reference. List the assets needed for the specific production task, then work through the record with the designer and receiving team.
| Field | Useful entry | Next check |
|---|---|---|
| Source | Editable document reference and revision | Is this the intended master? |
| Placed asset | Image identity and location in the layout | Can both parties find the same element? |
| Status | Linked, embedded, missing or modified | What needs resolving before transfer? |
| Supplied material | Collected path or agreed embedded version | Is the intended asset included? |
| Permission | Applicable transfer limitation or owner confirmation | Is the chosen route permitted? |
| Receiving check | Actual file opened and observation | Did the handoff reproduce the intended content? |
| Output | Corrected export and responsible release | Is that the file acknowledged for production? |
If a required source is unavailable, record the gap and its consequence. The next action might be obtaining the original, approving an alternative or limiting the requested edit. Quietly inserting a visually similar botanical image is not a neutral file repair.
Check the export after any correction
A complete source package does not establish that the final PDF uses it correctly. After relinking, replacing or embedding an asset, export through the agreed workflow and review the resulting production file.
Compare the corrected area and identify the accepted export. Keep related font checks separate in the PDF font guide. A missing image and an unavailable font can both interrupt a handoff, but they need different corrections and evidence.
Consider two hypothetical projects. An unchanged accepted PDF may need no editable source transfer for the current repeat. Another project needs a crop changed within a linked illustration; its recipient needs the relevant lawful asset and current source. Asking both teams for the same indiscriminate folder adds little value.
For custom cosmetic labels, send the container, label size, quantity per design and current production artwork. Explain whether an authorised edit is needed and identify any source asset that is still missing.
The inquiry form prepares a message. Send permitted artwork and references through email or WhatsApp; the form does not upload attachments. Finish with one acknowledged export, rather than several folders whose contents nobody has checked after transfer.