The short version
The client should be able to maintain its BIMI setup after the agency engagement ends. Document what is controlled, where it lives, who can change it and how each dependency will be handed over.
Separate implementation access from long-term ownership
An agency may arrange the artwork, hosting and application work, but that does not settle who will maintain them. At the start of the engagement, record which accounts belong to the client and which services remain agency-managed.
Use named access through the service’s supported permissions where available. Put the handover process in the project plan before anyone creates a dependency on a personal account, an employee’s inbox or a temporary file-sharing link.
Deliver an operational register
| Dependency | Handover evidence |
|---|---|
| DNS | Exact record names, values, delegated targets and change owner |
| Artwork and hosting | Approved editable source, validated public file and hosting account owner |
| Certificate | Issuer, covered domains, validity dates and renewal contact |
| Testing | Message samples, target inboxes and unresolved limitations |
A password list is not a substitute for this register. The successor needs to understand the relationships between the assets as well as having the appropriate access.
Rehearse the end of the engagement
Ask the client administrator to locate the public record, retrieve the hosted files and identify the renewal contact using the delivered documentation. This small rehearsal reveals gaps while the implementation team is still available.
If an agency-controlled hostname is a CNAME target or asset host, agree whether it remains a managed service or will be replaced. Plan any replacement and verification before closing the agency account. Deleting the old service first can leave a valid-looking record pointing at a missing dependency.
Agree what the client is accepting
Hand over a defined deployment, not a promise of identical display in every inbox. List the domains, provider test contexts, known limitations and outstanding work. Include an escalation contact during the transition period.
End with a dated acceptance record and confirmation that the new owner can perform the next planned task, such as a renewal or hosting update. That is a more useful completion test than merely transferring a folder of screenshots.
Sources & further reading
Provider guidance checked on . Requirements can change; check the original guidance when implementing. Planning checklists and examples are BIMI World’s editorial suggestions.