Hand over a content calendar to an agency or freelancer

Key takeaways

To hand over a content calendar to an agency or freelancer, send six things in the first week: the current calendar and slots, last month's results, the next three months of dates, the asset library, brand and approval rules, and role-based access to each account. Keep posting from a buffer during the switch, so the handover never shows as a gap.

• 6 things to hand over in week one.
• Give role-based access, never shared passwords.
• Schedule a two-week buffer before the switch.
• The business keeps admin ownership of every account.

What should you hand over?

Hand over the things that took you months to learn:

• The calendar, slots and pillars, and what worked.
• The last three months of results and enquiry sources.
• Next quarter's business dates, offers and events.
• The asset library: photos, templates, logos, permissions.
• Brand voice notes and things you never post.
• Who approves, by when, and the approval rules.

• How to build a monthly social media content calendar
• A social media asset library: photos, templates and logos

How should you give access?

Give access through each platform's business tools, such as Meta Business Suite partner access and LinkedIn page admin roles, rather than sharing passwords. The business should keep full admin ownership of every account, with at least two people inside the business as admins. Remove access promptly if the relationship ends.

• Social media account access mistakes: who holds the keys?

How do you keep posting during the switch?

Schedule two weeks of posts before the handover starts, so the new team has time to learn without a gap. Agree the first month the new team will plan in full, and run that month's planning session together, so they see how the business thinks about dates, offers and proof.

• Keep a one-week buffer in your content calendar
• What your first month with a social media agency pays for

What should stay with the business?

Keep account ownership, final approval, the supply of photos and stories from the work, and replies to anything sensitive, such as complaints. Agree in writing what the agency or freelancer does, including replies, reporting and how many posts a month, so nothing falls between you.

• Social media scope of work: what to put in writing

When is a handover likely to fail?

It fails when the business stops supplying material and expects the agency to invent content, when approvals stall, or when access is shared through one person's login. Most of these are fixed by the six handover items and an agreed approval deadline.

What does this look like in practice?

A pattern we see: a new freelancer starts with only a logo and a login, spends a month learning what the owner knew, and the account goes quiet. A one-hour handover with the six items and a two-week buffer usually means the first month runs without a gap.

• See client work
• Social Media Marketing for UK businesses

Handover checklist

• Send the calendar, results and dates.
• Share the asset library and brand notes.
• Give role-based access, keep ownership.
• Schedule a two-week buffer.
• Plan the first month together.

• A monthly compliance check before posts go live
• A shared content calendar the whole team can use

Next step

Before you hand over, check who is admin on every account. If the only admin is one person or an old supplier, fix that first.