Light notes
Handoff Mail
A quick note on handover email essentials, with frame sizes, power details and graphic references included.
When a job moves from sales to artwork, then to print, assembly and dispatch, details often get lost unless the handover mail is sharp. Handoff Mail is our note on sending the right information with every lightbox order.
Handoff Mail works best when one message carries the frame size, graphic code, power position and delivery point together. For LED fabric lightboxes going to Gauteng, KZN or the Western Cape, that mail should also mention mall access, expo build times, or any courier handling concern.
Details that must travel with production
- Site name and access window listed
- Current installation photo attached clearly
- Artwork file and print reference included
- Store, mall or stand named exactly
The handover message covers the installation details rather than the frame build itself. The aluminium profile, printed fabric and LED layout are described in more detail with the product information.
How Handoff Mail supports retail site lightbox signoff
Handoff Mail should give the next team enough detail to work without chasing missing basics. Frame sizes, power details, print references, and site notes should all be in one message when the job moves from sales to production or install.
Begin with the actual lightbox type and the visible graphic size, then add the plug point position and any site rule that affects fitting. Johannesburg dust, Durban humidity, Cape Town deliveries and load-shedding checks can all change how a job is packed, tested or booked. For retail chains and expo work, one complete mail prevents repeated calls for missing basics.
The first image from site matters because it shows height, wall condition, nearby services and how the existing display sits in place. Add that image to the handoff mail with the PO or job card reference so artwork, print and dispatch are all reading the same job. Re-installs usually go better when the old frame orientation and graphic face are recorded early.
What the next team needs
A useful handover gives production and install one clear version of the job. That means frame dimensions, fabric print reference, cable exit, transformer note, packing count and destination are all easy to find in one thread. Retail sites and expo stands rarely benefit from extra options when the build requirement is fixed.
Before widening the order, match Handoff Mail with the relevant install note and check the parts list against the frame and print requirement again. Confirm that the dispatch record shows the right site, the right graphic and the right power detail before goods leave.
- Spec built around the actual display area
- Initial condition recorded with a photo
- One mail trail for the whole job
Site realities that affect handover
South African jobs often need more than a size and a visual. OR Tambo collections, Sunnyrock dispatch points, mall access rules and after-hours fitment slots can all affect how a lightbox order should be handed over. Write those limits into the job mail so production, print and install are not working from assumptions.
In Durban and Cape Town, salt in the air matters when a lit frame sits near a shopfront opening or loading bay. Johannesburg sites often need an extra wipe-down note because dust settles quickly on profiles and printed fabric during fit-outs. Handoff Mail should also state when the lights were tested, especially where load-shedding or centre power limits can interrupt final checks.
Operated by Astros Marketing (Pty) Ltd from 2 Makro Place, Sunnyrock 1401.
Notes to include in handover
A quick note on handover email essentials, with frame sizes, power details and graphic references included.
Capture the hanging detail, wall fix method or freestanding base requirement while the site visit is still fresh. Then send that note with the project record, artwork reference and product specification so the buyer, studio and workshop are all using the same information.