01
Describe the current state with a precise file reference
Begin with the task name, the person preparing the handover and the date. Identify the working file and version using a location the intended recipient can access. In the example, say that the layout is drafted and list which pages have been checked. Avoid using finished as a general status when an important part remains unresolved. Include the last meaningful change and any material the recipient will need to understand it. The goal is to let someone locate the actual work, rather than start by searching several conversations for the right attachment.
02
Separate the unresolved question from the proposed answer
Write the open issue plainly: the caption for one image has not been confirmed by its contributor. If a draft caption exists, identify it as provisional and point to the exact location. Record who has been asked, when the request was made and whether a response has arrived. Do not turn a suggested wording into an approved caption simply because it appears in the layout. This distinction gives the next person enough context to follow up without repeating an earlier request or assuming that silence means agreement.
03
Name the next action and ask for acknowledgement
State a concrete next action, such as checking for the contributor’s response before updating the caption. Name the proposed person to take that action and ask them to confirm whether they can do it. Include any agreed timing, or mark timing as unresolved if no agreement exists. Keep the handover note with the project material and add a dated update when the issue changes. The completed sheet contains the file reference, current state, open issue, contact history and next action. It provides a starting point for continuation while leaving acceptance and completion visible as separate events.