An annual report, strategy or brochure often brings together material from several people: a Word document, a spreadsheet, a folder of photographs and a few sections still awaiting approval. Before layout begins, it helps to make clear what each file contains and which version the designer should use.
A useful handover includes structured copy, editable data, original images, brand assets and a short list of outstanding decisions. You don’t need to design the publication yourself. You do need to give the designer enough context to organise the information and identify anything missing.
Explain who will read the publication, what they need to understand and where they will use it. A printed brochure handed out at an event has different requirements from a report read on screen.
List the agreed outputs, any approximate page limit, the publication date and the people responsible for approval. Flag requirements for print, an accessible digital document, a web version or translations early, so they can be included in the scope and schedule.
If you’re preparing an annual report, our annual report design guide covers the broader planning decisions. The handover is where those decisions become usable source material.
Send one clearly identified copy source, or an agreed set of chapter files. Use a consistent filename with a date or version number, and say whether the content is approved, ready for layout or still being reviewed.
In Word, use built-in heading styles in a logical order rather than making every heading bold manually. Keep lists as lists and give links meaningful text. These practices help communicate the structure and support accessible authoring, as explained in Microsoft’s Word accessibility guidance.
Place captions and notes near the relevant text. Mark missing sections clearly, with an owner and an expected delivery date. If content must arrive in stages, agree which sections can proceed and which decisions remain open. A placeholder should never look like approved copy.
Send the spreadsheet or editable table behind a chart, alongside any reference showing how you currently present it. A screenshot can explain the intended appearance, but it shouldn’t be the only record of the figures.
Include units, reporting periods, labels, source notes and any explanation of rounding. Identify who can confirm the numbers. For example, a table headed “Participation” also needs to explain whether the values represent people, registrations or sessions.
Keep table structures simple where possible and identify the headers. For a complex chart, supply a short explanation of its main point and the underlying information. W3C’s guidance on complex images explains why charts and diagrams may need more than a brief alternative-text label.
Provide original photograph and illustration files in a clearly labelled folder, rather than only embedding them in the copy document. Add a list connecting each filename to its caption, credit, intended section and any restrictions on use or cropping.
Confirm permission to use the material and flag anything still awaiting clearance. Tell the designer which images are essential and which are options. Image suitability depends on the file, the intended size and the output, so ask the designer to assess it before committing to a large placement.
Include the current brand guidelines and logo files. If an earlier publication is the starting point, ask what source files are available. For InDesign projects, Adobe’s packaging guidance covers collecting the document and linked assets. Check font licences before sharing font files; a PDF alone may not provide everything needed to edit the original layout.
Nominate one person to consolidate feedback before it reaches the designer. Identify the page or section, quote the text being changed and provide the replacement. Resolve contradictory comments within your team rather than leaving the designer to choose.
When figures change, identify the new source version and check whether the same information appears in a chart, caption or summary elsewhere. Keep content approval, design review and final production approval clear.
Agree who will review accessibility and how the final outputs will be checked. An organised source document is a useful starting point; the finished files still need review.
Planning a publication? Seamer Design provides graphic design in Melbourne and Ballarat, including annual reports, brochures and other long-form communications. Talk to us about your publication and the material you’re preparing.
