Client handoff licence pack checklist
Photo by RDNE Stock project from Pexels

Handing off a project to a client without proof of licence for every asset is like selling a car without the title. You think the deal is done, but legally and contractually, you've left both yourself and your client exposed. A missing licence certificate can turn into a copyright claim, a takedown notice, or worse: a client dispute months later when they discover they're not actually allowed to use an image the way they want to.

This checklist walks you through building a bulletproof licence pack before you close out any project. No surprises. No liability gaps. Just clean handoff documentation that protects everyone.

TL;DR:
  • Collect licence certificates from every stock platform where you sourced assets before project delivery.
  • Organize by platform, date, and asset name so clients can find proof instantly.
  • Document usage rights clearly, what the client can and cannot do with each image.
  • Include platform account info and licence type (standard, extended, commercial) for each asset.
  • Deliver the pack as part of your final project folder with a simple index or README.
0%
of copyright disputes stem from undocumented asset sourcing

Why this matters now

Stock-media platforms make buying images frictionless, but they don't make managing proof easy. Freepik, Shutterstock, Adobe Stock, Envato, iStock, and Canva all store licence info in different places, export it differently, and rarely auto-deliver certificates with your download. That's your job.

Here's the reality: clients ask for proof later. Sometimes it's routine (their legal team auditing a campaign). Sometimes it's urgent (a platform or competitor flagged an image as unlicensed). Either way, if you don't have documented proof, you look unprepared and your client looks unprotected. Both damage trust.

Reduction in handoff disputes with documented licence packs
0%

Worse, some clients resell or repurpose content after the project ends. If they use an image beyond the scope of their licence, the platform can pursue them, or you, if your contract doesn't clearly assign liability. A comprehensive licence pack prevents that ambiguity entirely.

The time to build this pack is before you hit "send final files." Not after a client calls with a legal question.

office workspace
Photo by cottonbro studio from Pexels

Common mistakes and misconceptions

Mistake 1: Assuming the download receipt is proof enough.
A receipt shows you bought something. It doesn't show the client what they're allowed to do with it. Some designers hand over their own invoice and call it done. That's not a licence document, that's accounting.

Mistake 2: Only documenting expensive assets.
You tracked the paid Adobe Stock images but forgot the three "free" Unsplash photos embedded in the design. Unsplash has its own licence terms (Unsplash Licence, usually permissive but not universal). Document everything, even if it's free.

Mistake 3: Treating all licences as identical.
A standard Shutterstock licence and an extended Shutterstock licence have different usage rights. One might allow print-only; the other allows unlimited digital and print. If you hand over the wrong document or don't clarify, the client might violate the licence unknowingly, and think it's your fault.

Mistake 4: Losing track of which asset came from where.
You used three stock platforms on one project. Six months later, a client asks, "Where did this image come from?" You can't remember if it was Freepik or Canva. Now you're digging through old project files or, worse, telling the client you don't know. Document it immediately.

Mistake 5: Not including usage restrictions.
The licence document says a lot. But clients don't read fine print. You need to translate it: "This image can be used for web, social, and print. It cannot be resold or used in competing products without an extended licence."

Step-by-step approach

project planning
Photo by Anete Lusina from Pexels

Step 1: Audit your project assets

Before you do anything else, list every image, vector, or design element in the project that isn't original. Use a spreadsheet or simple document with columns: asset name, file name, platform source, licence type, and date acquired.

Go through your design files systematically. Don't rely on memory. Many designers use libraries or stock integrations in their design tools (Figma plugins, Adobe Stock inside Illustrator) and forget they're even using third-party assets.

Step 2: Download or export certificates from each platform

This is where platform differences bite you. Each one works differently:

  • Freepik: Log in, go to Your Account > Downloads > Licences, select the image, and download the certificate PDF.
  • Shutterstock: Account > License History, find the image, click "Download License Certificate."
  • Adobe Stock: Libraries panel > right-click the asset > Get License Info. Or go online to your account and export batch licences.
  • Envato Elements: Account > All Downloads, select items, click "Download Licenses."
  • iStock: Account > Licenses, search by image, download the certificate.
  • Canva: For Canva Pro/Team assets, export a design and Canva embeds licence info in metadata. For purchased elements, download from your library.
If a platform doesn't issue certificates, document it in writing: "Licence purchased from [platform] on [date] under [licence type] for [asset name]." Screenshot the purchase history or invoice if available.

Step 3: Create a master spreadsheet or document

Consolidate all certificates and metadata into one place. Include:

  • Asset name and file name (how it appears in the project)
  • Thumbnail or description (so the client knows which image you mean)
  • Platform and licence ID (proof of where it came from)
  • Licence type (Standard, Extended, Commercial, etc.)
  • Usage rights (web, print, social, commercial use, resale restrictions, etc.)
  • Expiration or terms (annual subscription vs. perpetual licence)
  • Date acquired (when you purchased or downloaded it)
Example row: | Asset | File Name | Platform | Licence Type | Usage Rights | Date | | Social background - sunset | sunset-bg-001.png | Freepik | Standard Commercial | Web, social, marketing. No resale. | 2026-02-15 |

Step 4: Clarify and translate usage rights

Your client might not understand what "standard commercial licence" means. Write a simple summary for each platform:

  • Freepik Standard Commercial: "Can be used for commercial projects, web, and print marketing. Cannot be sold as-is or used in competing design template products."
  • Shutterstock Standard Licence: "One-time use for the specific project. Cannot be resold or sublicensed. Print and digital use allowed."
Put this in plain language. The client reads this, not the legal terms.

Step 5: Bundle and deliver

Create a folder in your project deliverables structure called Licenses or Licence Pack. Inside:

  1. A README or index file listing all assets and their corresponding certificate files.
  2. All PDF licence certificates (named clearly: freepik-sunset-bg-001.pdf, etc.).
  3. The master spreadsheet with usage summary.
  4. Any platform account info the client needs (e.g., "Shutterstock licence purchased under account [email]. Account holder can download additional uses if needed.").
Deliver it alongside final files. Make it obvious, don't bury it in a subfolder. The first thing a client (or their lawyer) should see is complete, organized, current proof.
Client handoff licence pack checklist process
Figure 1: Client handoff licence pack checklist at a glance.

Tools and workflows that help

Spreadsheet templates: Google Sheets or Excel with pre-built columns save time. Create a template you reuse for every project.

Browser bookmark organizer: Keep quick links to each platform's account > downloads page. You'll audit faster.

Screenshot tool: Snipping Tool or Greenshot for capturing purchase history if certificates aren't available.

Cloud storage automation: Use Zapier or Make to auto-export licence info from platforms (if APIs are available) into a central folder.

Licence Downloader: If you work with multiple teams or clients and manage dozens of assets per month, a bulk licence downloader tool can export certificates from multiple platforms at once, saving hours of platform-hopping.

Client portal template: If you use a delivery system (Dropbox, Figma, or a custom portal), add a licence pack section as a standard deliverable template so you never skip it.

Key takeaway: A licence pack is not optional, it's the difference between a professional, bulletproof handoff and a future liability. Build it before you deliver final files, keep it organized, and make it easy for your client to understand and reference.

Typical Project Licence Pack

Total Assets 12
Platforms Used 3
Certificates Ready 12 100%
Commercial Licences 10
Usage Restrictions Documented Complete

The visual above shows what a fully documented licence pack looks like for a typical small-to-medium project. All assets accounted for, all platforms covered, all restrictions documented. That's the goal: nothing left to guesswork.

Client Handoff Licence Pack Checklist

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FAQ

Frequently Asked Questions

This checklist is for designers, agencies, freelancers, and anyone delivering projects that use stock imagery or third-party assets to clients. It ensures important documents, warranties, operating instructions, and final project information are delivered and understood. If you source images from platforms like Freepik, Shutterstock, or Adobe Stock, you need to hand off proof to your client.
For a small project with 5-10 assets, 30-45 minutes. For a larger campaign with 20+ assets across multiple platforms, 1-2 hours. Most of the time is spent downloading certificates and organizing them. If you use a template and stay organized as you work, you can reduce it to 15-20 minutes per project.
Start by listing every non-original asset in your project. Don't download anything yet. Just audit and name everything. Once you have a complete list, you'll know exactly where to go and what to download. This prevents duplicates and forgotten assets.
Document it anyway. Take a screenshot of your purchase history, account dashboard, or invoice showing the asset, platform, date, and licence type. Write a simple statement: "Purchased from [Platform] on [Date] under [Licence Type]." Attach the screenshot. This is not ideal but it's better than no documentation.
No. Your invoice proves you paid. A licence certificate proves what the client is allowed to do with the asset. They're two different documents. Always provide the official licence certificate from the platform, not your receipt.
Yes. Write them anyway, even for standard licences. What's obvious to you might not be obvious to your client. They might think a "commercial licence" means they can resell the image or use it in competing products. Spell it out: "Can be used for web, social, and print marketing for [Client]'s internal use only. Cannot be resold or sublicensed."

Building a client handoff licence pack is a small discipline that pays massive dividends. It protects your reputation, protects your client, and eliminates the confusion that leads to disputes months after project delivery. The pack takes an hour to build the first time and becomes faster every time you do it. It's worth the investment.

Additional Resources

What's your biggest pain point when handing off assets to clients, tracking down old certificates, or clearly communicating usage rights?