Freelance PCB design
PCB design client handoff checklist: deliver files without future confusion.
A client handoff is not just a Gerber zip. It is the moment you make your work understandable to the client, manufacturer, assembler, purchase person, and the future engineer who opens the project six months later.
Direct answer: what to include in a PCB client handoff
A clean PCB design client handoff should include a README, agreed source files, schematic PDF, PCB layout PDF or images, Gerbers, drill files, BOM, pick-and-place file if needed, assembly notes, manufacturing notes, revision history, known risks, assumptions, and the exact hardware revision name. Freeze the package after delivery and keep a record of what was sent.
PCB client deliverables checklist
| Deliverable | Why it matters | Freelancer note |
|---|---|---|
| README / handoff note | Explains what is inside and what each file is for. | This reduces repeated client questions. |
| Source design files | Allows future edits if included in the contract. | Only deliver source files if the agreement includes them. |
| Schematic PDF | Readable by client, manufacturer, reviewer, or support team. | Export even if source files are included. |
| Gerbers and drill files | Needed for bare PCB fabrication. | Name with revision and date. |
| BOM | Needed for sourcing, costing, and assembly. | Include MPNs, footprints, alternates, DNP notes, and supplier notes. |
| Pick-and-place | Needed for SMT assembly. | Make sure it matches the same revision as Gerbers. |
| Assembly notes | Explains polarity, DNP, jumpers, hand-soldered parts, and inspection points. | Especially useful when the client uses a third-party assembler. |
| Revision notes | Explains what was changed and why. | Protects both client and designer from memory-based decisions. |
Include a client README
A simple README makes the delivery feel professional. It also prevents the client from sending the wrong file to a fabricator or assuming a draft export is production-ready.
Project:
Client:
Hardware revision:
Date delivered:
Prepared by:
Files included:
- Source design files:
- Schematic PDF:
- Gerbers:
- Drill files:
- BOM:
- Pick-and-place:
- Assembly notes:
- Known risks:
Recommended next step:
- Review files before fabrication
- Confirm BOM availability
- Run first-board bring-up checklist
Be clear about source files
Source files can become a business issue. Some projects include them, some do not, and some include them after a milestone payment. The handoff package should match the agreement.
Clarify whether the client receives editable KiCad, Altium, EasyEDA, Eagle, or other source files, or only manufacturing outputs.
- State whether source files are included.
- State which CAD tool and version was used.
- State whether third-party libraries, footprints, or symbols are included.
- State whether future edits are included or billed separately.
Prepare the client for manufacturing
Many clients do not know the difference between fabrication, assembly, sourcing, and testing. Your package should make the next step obvious.
Gerbers, drill files, board thickness, copper weight, surface finish, solder mask, and silkscreen.
BOM, pick-and-place, DNP list, polarity notes, approved alternates, and assembly drawing.
Power checks, firmware load notes, expected rail voltages, safe-load tests, and known risks.
Keep a record of every client delivery
Client work often comes back months later: “Can you make one small change?” If you cannot tell what was delivered, the next revision starts with uncertainty.
| Record | Why to keep it |
|---|---|
| Delivery date | Proves when the release was handed over. |
| Hardware revision | Connects files to the exact board version. |
| Files delivered | Prevents later disagreement about what was included. |
| Known risks | Shows what assumptions were communicated. |
| Client approval | Useful before fabrication, assembly, or final payment. |
When client handoff needs a vault
A freelancer can survive with folders for a few projects. But once you manage many clients, revisions, manufacturers, and follow-up changes, a searchable vault becomes much safer.
PCB Vault Software is made for client PCB file handoff.
Keep client projects, Gerbers, BOMs, schematics, release packages, assembly notes, and delivery history organized by project and revision.
FAQ
What should a PCB designer deliver to a client?
Deliver the agreed source files, schematic PDF, Gerbers, drill files, BOM, pick-and-place if required, assembly notes, manufacturing notes, and revision history.
Should I include source files in every PCB project?
Only if the contract includes source files. Make ownership and delivery expectations clear before the project starts.
How do I make a PCB handoff look professional?
Use one revision-named delivery folder, include a README, organize manufacturing files clearly, add release notes, and freeze exactly what was sent.
Should I keep a copy after client delivery?
Yes. Keep a record of the exact package delivered, delivery date, revision, and known risks so future updates are easier.