An Illustrator document can look complete on its creator’s computer while depending on image files stored elsewhere. Sending the document alone may therefore leave the recipient with missing artwork or an unclear update process.
A reliable handoff starts with understanding whether placed images are linked or embedded. The decision affects how the document receives changes and which supporting files need to travel with it.
Decide who controls the next revision
A linked image remains connected to an external source. An embedded image becomes part of the Illustrator document and no longer maintains that connection. Adobe explains that changes to the original file do not generate link-update notifications for an embedded copy.
Imagine a brochure containing a photograph that is still being retouched. Keeping the image linked allows the layout and photograph to remain separate working assets. The person managing the layout can then review changes to the source.
By contrast, an approved illustration intended for a self-contained handoff may be a reasonable candidate for embedding. The key question is whether future changes should come from an external file or from the version already inside the document.
Neither choice eliminates the need to identify which version was approved.
Review dependencies before delivery
Open the Links panel and inspect the placed artwork. Resolve missing files and review changed sources before preparing the delivery.
A filename is not sufficient evidence that the right image is present. Two photographs can share a filename while containing different edits, crops, or resolutions. Compare the visible artwork with the approved reference.
Use a predictable project structure. Keeping the Illustrator document and its supporting assets inside one project folder makes the relationship easier to understand than leaving images scattered across downloads, shared drives, and temporary folders.
Avoid reorganizing source files immediately before a deadline unless there is time to reopen and verify the document afterward.
Package linked assets deliberately
Illustrator’s Package command can collect the document and linked graphics into a delivery folder. Adobe documents separate options for copying links and relinking the packaged document to the collected copies. These are different actions: collecting an image does not automatically mean the document references its new location.
Review the package settings instead of accepting them without inspection. If fonts are included, check their redistribution permissions; packaging does not grant a new license.
Include a simple delivery note identifying the main document, its approval status, and any assets expected to remain editable. A short explanation is particularly valuable when several people have contributed to the project.
Test the delivered package
Open the packaged document from its delivery location and inspect the Links panel again. Where practical, test the package on another computer or in an environment that cannot access the original asset folders.
This checks the dependency that matters: whether the recipient can use the delivered files without relying on your workstation.
Review the artwork visually as well. A technically resolved link can still point to the wrong version.
For recurring projects, keep an approved package separate from the active working folder. The working project can continue evolving while the delivery remains a clear record of what was supplied. That separation makes later corrections easier to explain and reproduce.
Sources: Adobe: Manage linked and embedded files · Adobe: Package files