Can you send over the working files?

May 12, 2011 | Posted by Craig LePan

You've probably heard the question, 'Can you send over the working files?' and you've probably cringed at having to explain to your client that they don't actually own the working files. From website code to print production files, the question inevitably comes up and freelancers and agencies alike tiptoe around it.

I'm going to try calling up Apple and ask them if they could just go ahead and send over the working files for Keynote, because I purchased a copy last month. I have a couple adjustments I'd like to make to it 'in-house' and I'll just go ahead and show them my receipt for the 80 bucks I paid. Pretty sure they would laugh at me and then explain that the working code is not for sale and even if it was, it would be at quite a different price.

The conversation of 'ownership of files' is one you don't want to have to engage in. Having your wisdom teeth pulled is more fun and at least that accomplishes something. This conversation will only end up with a frustrated client and agency. Your only way to avoid this conversation is a working contract or at the very least full disclosure at the estimate stage.

If you haven't updated your estimate mice-type in a while, now would be a good time to add something to this effect:

"This estimate does not include outside costs. Outside costs include but are not limited to things such as colour proof prints. CD's. Mockup materials, couriers, travel expenses, taxi fares, bottles of inspiration, hosting, source files, source code, photography rights. etc."

Just adding the copy to your estimate isn't enough. It's worth your time to explain upfront that the source files or code have not been included in the estimate and to ask if including the source files is something they would be interested in. it's not always the easiest thing to bring up, but it's worth it. 

Depending on the type of file and the level of complexity sometimes the best thing to do is just hand over the file. More often then not if a client is asking for the files it indicates that some portion of the working relationship is damaged. Sometimes making the transition easiest is the best thing to do.

Anyone out there battled this question lately? Fought to keep the files or decided to let them go? Anyone on the client side reading? Have you run into this before?

Share your battle wounds here. If you're looking for a computer sleeve like the one in the photo, here it is.