Free checklist · Hardware handover

Hardware handover checklist: 30 things you should own when the project ends

When a development project ends, what you own is whatever was handed over. Files, code, keys and accounts that stay with the firm can stop you changing partners, fixing a bug or reordering. Use this list before the final payment, and tick each item when you hold it yourself.

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The 30 items

Check every one before the final payment

Seven groups cover everything a hardware project produces. The PDF adds the format to ask for on every item, with Received and Where it is stored columns to sign each one off.

A

Mechanical design

5 items
  1. 01
    Native CAD files for every part and assembly.Only native files can be edited; exports can only be viewed.
  2. 02
    STEP exports of every part.Any engineer or factory can open them, whatever software they use.
  3. 03
    2D drawings with dimensions and tolerances.Factories quote and inspect against drawings, not 3D models.
  4. 04
    Colour, material and finish specification.Without it, the next batch can come back a different colour or texture.
  5. 05
    Assembly instructions.The factory needs the order of steps, not just the parts.
B

Electronics

5 items
  1. 06
    Native schematic files.You cannot change the circuit from a PDF.
  2. 07
    Native PCB layout files.Even a small fix needs the layout source.
  3. 08
    Gerber or ODB++ files, drill files and stack-up.This is what a board house builds from.
  4. 09
    Parts list (BOM) with approved alternates.Alternates keep you building when a part goes out of stock.
  5. 10
    Assembly drawings and pick-and-place files.The assembly line needs placement data for every part.
C

Firmware and software

5 items
  1. 11
    Full firmware source code, in a repository you own.Without the source, every change goes back to the original firm.
  2. 12
    Build instructions and toolchain versions.Code that cannot be rebuilt is as good as lost.
  3. 13
    Release binaries with a version list.You need to know exactly what is on the units you ship.
  4. 14
    Bootloader, flashing tools and programming steps.The factory needs them to load firmware on the line.
  5. 15
    App and cloud code, if your product has them.The device is only half the product if it pairs with an app.
D

Accounts, keys and licences

5 items
  1. 16
    Code repository, cloud and app-store accounts in your company’s name.Accounts in someone else’s name can be closed or held back.
  2. 17
    Signing keys and security certificates.Without them you cannot release a firmware update.
  3. 18
    A list of third-party licences, open source and paid.Some licences carry obligations or fees you need to know about.
  4. 19
    Your own FCC grantee code and certification listings.Certifications filed under the firm’s name are harder to update.
  5. 20
    Domain names and product email accounts.Small things that are painful to recover later.
E

Testing and certification

4 items
  1. 21
    The test plan and results, per unit.Labs and factories will ask for them, and they show which revision fixed what.
  2. 22
    Certification test reports and grants.You need them for retailers, customs and any future change.
  3. 23
    Test fixture designs and test software.Without them the factory cannot test units on the line.
  4. 24
    Signed golden samples.The agreed reference for every “is this acceptable?” question.
F

Manufacturing

4 items
  1. 25
    Tooling ownership documents and where the molds are.You can only move production if you own the molds and know where they are.
  2. 26
    Factory work instructions and quality criteria.These keep the second batch the same as the first.
  3. 27
    Supplier list with contacts for key parts.You can buy directly or switch factories if you need to.
  4. 28
    Packaging dielines and artwork.Reprinting packaging without source files means redrawing it.
G

Ownership and sign-off

2 items
  1. 29
    Signed IP assignment covering everything delivered.Holding the files is not the same as owning them.
  2. 30
    A signed list of everything handed over, plus open issues.It ends the project cleanly, with nothing left in dispute.

Download the handover checklist (PDF)

Every item with the format to ask for, plus Received and Where it is stored columns, and a sign-off before the final payment.

Read more

How to protect your idea when you hire a firm →Who owns the tooling? →How to vet a hardware development company →

FAQ

Questions about owning your product files

What files should I get from my hardware design firm?

Native CAD files and STEP exports, drawings with tolerances, native schematic and PCB layout files, Gerbers and the parts list, firmware source code with build instructions, test procedures, and every account, key and licence. The checklist lists 30 items in seven groups.

Why do I need native files and not just PDFs or exports?

Only native files can be edited. A PDF schematic or an exported model can be viewed, but you cannot change the circuit or the part from it, so every fix goes back to the original firm.

When should I collect the handover files?

Before the final payment. Once the last invoice is paid you have less leverage, so tick each item only when you hold it yourself.

Is it really free?

Yes. Everything is on this page with no email needed. You only enter an email if you want the PDF copy.

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