Original file and assets to be received after delivery.

Many of you receive deliverables and have a complete file folder in hand, but when it comes time to print again or adjust a small detail, you get stuck. The reason is often not a lack of files but a lack of the right type of files needed. Sinh Vũ created this page so you know exactly what you need to receive, for what purpose, and when to confirm that during the working process.

Six groups of assets that need to be fully received.

• Production-ready print file: PDF/X format or equivalent, correct final size, correct materials used, along with a specification sheet detailing ink colors, coatings, bases, and materials. This is the file delivered directly to the printer without further processing.
• Dieline (the structural cutting drawing to create shapes): Must follow each type of material and each type of POSM (point-of-sale materials). When reprinting or changing printers, you need the dieline so the new team can replicate the structure correctly, not redraw from scratch.
• Open source file: original design file in an editable format, such as Illustrator or InDesign. Used when needing to change messaging, update dates, or replace partner logos for the next round. Also requires a vector file (EPS or SVG) of the logo and main graphics to hand over to third parties without losing quality.
• Mockups and item sets: The approved mockup of the entire event space, along with print files and previews of each item: invitations, name tags, stage presentation pages, communication materials. This set helps you accurately recreate the brand identity at the next event.
• Standardized post-event photography: Photos categorized by purpose, ready for media release, ready to be included in capability profiles, requiring no further processing. If the unit responsible for this is involved, the photos must be included in the deliverables, not left until you need to ask.
• Usage and maintenance documents: Rights to use files, rights to reprint, and rights to transfer to third parties must be clearly stated in the contract. Also include maintenance documents if there are fixed installations, so the internal team knows how to handle them later.

When is a group of assets needed?

Common errors when receiving deliverables

• Only receive flat image files like JPG or PNG, lacking vector files and source files. When wanting to print larger or edit content, it becomes impossible.
• Not clarifying usage rights in the contract beforehand. Asking after the work is done often leads to disputes or unexpected additional fees.
• Receiving a file hastily exported from the internal working version of the unit, with incorrect colors, wrong dimensions, and not being able to print immediately without anyone noticing until it's needed.
• Are there sufficient files but no session explaining the structure? The internal team does not know which file is for what purpose, and the delivery folder becomes a storage space that no one dares to touch.
• Confusing the internal source file of the unit with deliverables. These are two different things. The unit does not necessarily have to deliver all internal working files, but must provide enough for you to operate within the agreed scope.

The timing to confirm the deliverables

The deliverables catalog and usage rights scope need to be confirmed in the contract before signing, not waiting until the project ends. At the start, both parties have ample space to negotiate and adjust expectations. By the end, everything is completed and the unit has no motivation to add items.

A proper handover is an asset transfer session: the unit goes through the file package, explains the structure, and the client confirms everything is complete and up to standard. All files should be prepared at a production level, not rushed from working files.

The Brand Identity / Brandpad, Identity Handover

The viewpoint of Sinh Vũ

In Sinh Vũ's working process, the project completion phase always includes a deliverable of the production files along with the die-cut template, perspectives, a set of materials, standardized images, and maintenance documentation after installation. Sinh Vũ delivers at the production level, not rushing from working files, and organizes a session to go through the file structure for you to confirm understanding and adequacy.

The part regarding usage rights and the scope of deliverables is clearly stated by Sinh Vũ in the contract from the beginning. The goal is for you to have everything needed to print, edit, and reuse independently without being locked into a single entity.