Local fonts for a client handoff: what to check

When you hand over a design, the fonts on your computer do not automatically come with it. If the client opens the file without the right fonts, text can change shape, wrap differently, or be replaced.

For a reliable handoff, check which local fonts the design uses, record their exact styles, and confirm what the license lets you share. Then test the files on a separate computer or with the client's help.

Prepare the fonts for handoff

1. List the fonts you used. Open Installed Fonts in Chrome or Edge on a computer, allow access when prompted, and preview your installed fonts with text from the project. Use the list alongside the design file to identify the font families and styles you need to document.
2. Check the design file. Inspect the text in the app where you created it. Record each font family and style, including weights such as regular and bold, and any italic styles. A font visible in your installed list is not necessarily used in the design.
3. Record the details. Note the font's full name, version if available, source, and where each style appears. Include the font size, line spacing, and letter spacing for important text such as headings if the client will need to reproduce the layout.
4. Review the license. Find the license or purchase record for each font. Check whether it permits the intended use and whether you may send the font files to the client. If the terms are unclear, ask the font's provider before sharing.
5. Prepare the deliverables. Include the editable design file, a PDF or image reference, and a short font list. Add font files only when the license permits it. Otherwise, tell the client where the fonts came from and what they need to obtain.
6. Check the package. Open the files on another computer with the intended fonts installed, or ask the client to open them. Compare the result with the reference, looking for missing font warnings, changed line breaks, and text that no longer fits.
7. Document any differences. Tell the client which files are editable, which are visual references, and any fonts they still need. Keep a copy of the handoff as sent so you can check it if a question comes up later.

Decide what the client needs

An editable design

If the client will change text, they generally need access to the same font families and styles on their own computer. Having only the regular style will not necessarily reproduce a design that also uses semibold, bold, or italic.

Check the license for the client's use, not just your own. Permission to use a font in your design does not automatically mean you can give its files to someone else. The client may need their own license or access through an existing subscription.

A visual reference

A PDF or image can show the intended layout even when the client is not ready to edit it. Check the exported file before sending it, especially if text or symbols are missing. A PDF may embed fonts, but embedding depends on the export settings and the font's permissions.

Some design apps can also convert text to outlines, which turn letters into shapes. This can preserve their appearance without requiring the font to display those shapes, but the text is no longer readily editable as text and may be less accessible. Keep an editable original, and check the license before distributing an outlined version.

A website or app

A font installed on your laptop is not automatically available to visitors. A website or app needs its own font setup and an appropriate license for that use. Tell the developer the exact family and styles, and confirm that the client has the rights and files needed for implementation.

Include a fallback preference if the exact font cannot load. A fallback is a substitute font, so the developer should check the layout with it as well. Text may take up more or less space even when the substitute looks similar.

Write a font list the client can use

A useful list names each font and explains what to do with it. For every family, include:

• Font and styles: The full family name and each weight or italic used.
• Version and source: The version if you can find it, plus the provider or package it came from.
• Use in the project: For example, headings, body text, captions, or labels.
• Client action: Install the included files if permitted, obtain a license, or use the supplied reference without editing.

On Windows 11, you can review installed fonts under Settings › Personalization › Fonts. On a Mac, open Font Book to review installed fonts and their information. If you cannot find a version, say so rather than guessing. The original font package or its provider may have the missing details.

For a closer check of headings, see how to compare heading fonts for a client handoff. If the project uses special characters, also check the fonts for symbols before you send it.

Fix common handoff problems

The client sees a missing font warning

Compare the name and style in the warning with your font list. The client may have a similarly named family but not the specific style the file requests. Confirm that the correct font is installed and licensed, then reopen the design app and file.

The font is installed, but the layout changed

Check for a different font version, a substituted style, or different text settings in the app. Compare the client's file with your PDF or image reference, especially around headings and page breaks. Different apps can also lay out text differently, so test in the intended app when possible.

A symbol looks wrong

A character may be displayed by a fallback font when the chosen font does not contain it. Test the actual project text in the design app, including currency signs, accented letters, and other special characters. If a character is missing, choose a suitable font that includes it and update the handoff notes.