Sale-to-delivery handoff

Purpose

Keep the promise made in sales connected to the work delivery can actually perform. A sent handoff is incomplete until a receiving owner accepts it.

Before you start

• An approved scope, exclusions, promised dates, and any customer commitments recorded in the existing business system.
• A named receiving owner with capacity to review the work and a named escalation decision maker.
• One handoff checklist covering scope, date, context, required assets or access, and acceptance.

Who owns the work

Sending owner

Prepares the packet and stays accountable until acceptance.

Receiving owner

Checks readiness, accepts responsibility, or states blockers.

Decision maker

Resolves scope, capacity, date, or commercial disagreements.

The process, step by step

1. 1

   Step 1: Prepare the approved packet

   Link the current scope, exclusions, agreed date, necessary customer context, and required assets or access. Separate confirmed facts from open questions.

2. 2

   Step 2: Name the receiving owner

   Assign a person rather than a department inbox. Confirm that person can review the packet and identify a backup for absence.

3. 3

   Step 3: Check the six readiness facts

   Confirm receiving owner, agreed scope, agreed delivery date, required context, usable assets or access, and explicit acceptance. Keep each unknown visible until someone verifies it.

4. 4

   Step 4: Resolve blockers with owners and dates

   Missing owner, scope agreement, or acceptance blocks the handoff. Other missing requirements need attention. Record the person and next action for each gap; escalate an unachievable promise.

5. 5

   Step 5: Record explicit acceptance

   The receiving owner confirms the scope version, date, and responsibility. If conditions remain, record them and keep the handoff pending rather than calling it complete.

6. 6

   Step 6: Confirm the first delivery step

   Notify the relevant people of the accepted owner and next milestone through existing business channels. Review the first delivery checkpoint and feed recurring missing information back into the sales checklist.

When the usual process does not fit

• A rushed or urgent sale still needs a named decision maker to approve a changed plan; urgency does not fill missing facts.
• A recipient who cannot meet the promised date must escalate before accepting, not silently inherit the commitment.
• Changed scope or assets after acceptance require a recorded change review and an updated agreement.
• A disputed handoff stays with the sending owner until the decision maker resolves ownership.

Example messages

Adapt the placeholders and review each message for your situation. MagicAiFlow does not send these messages or change customer records.

Measurement checklist

• Count submitted handoffs and handoffs explicitly accepted by a named recipient.
• Measure time to acceptance and report pending handoffs separately.
• Review blockers by required field and repeat causes, with unknown facts tracked separately from confirmed failures.
• Check first-delivery rework and missed commitments using recorded evidence. Do not infer lost revenue from a readiness gap.