How to Send Professional Videos to Clients

Have you ever struggled for nearly an hour trying to attach a large video file to an email for an important client only to have it bounce back due to size limits? Or nervously waited days after sharing a video link to a client because you aren’t sure if they were able to view it properly on their end? Sharing professional videos doesn’t have to be so frustrating!

Whether a client requests b-roll footage, an interview soundbite, a social media commercial spot, or a full video deliverable as part of a creative project, sending videos professionally is a crucial skill for impressing your clients and reinforcing great service. With video continuing to explode in popularity across business and marketing, more clients than ever expect video content when collaborating with creative agencies and production pros like you.

Thankfully, sending polished videos to clients for review is easier than you think when you follow a few fundamental best practices. In this post, we’ll explore the three key tips for delivering videos to clients flawlessly every time:

Choosing the optimal file format.
Using the right delivery method.
Optimizing the client viewing experience.

Follow these simple guidelines for all future client video submissions to leave lasting positive impressions through seamless delivery. Ready to level up how you share professional videos? Let’s get started!

Choose the Right File Format

When sharing professional videos with clients, one of the most important decisions is which video file format to use. The file format will impact video quality, file size, playback capability across devices, and more.

The Three Most Common Formats for Client Video Delivery

MP4 – An MP4 file is one of the most universal file formats that can be played across all computers, phones, tablets, and other devices using compatible video software. MP4s also maintain high video resolution and image quality while compressing files to smaller sizes using video codecs like H.264.
MOV – MOV files are compressed and usable on both Windows and Mac computers using Quicktime software, as well as some phones and tablets. While they may retain slightly better quality than MP4s, they result in significantly larger file sizes that are difficult to attach or share smoothly.
AVI – AVI (Audio Video Interleave) files are an older video format compatible only with Windows operating systems using compatible codecs. Availability issues across devices and platforms make AVIs a poor choice for client sharing today.

Detailed Explanation of Each Format

MP4

MPEG-4 or MP4 , is a digital multimedia container format most commonly used to store video and audio, but it can also be used to store other data such as subtitles and still images. MP4 files are usually more compressed and smaller in size compared to other video formats, which makes them easier to share and upload. The format is widely supported by almost all video players and devices, making it the go-to choice for professional video delivery.

MOV

The MOV format, developed by Apple, is compatible with both Windows and Mac operating systems when using QuickTime. MOV files are known for their high-quality video and audio, but they are often larger than MP4 files. This can be a downside when trying to share videos via email or other platforms with size restrictions. However, for projects that require the highest possible quality, such as film production, MOV may be preferred.

AVI

AVI, or Audio Video Interleave, is one of the oldest video formats and was introduced by Microsoft in 1992. While AVI files can offer high-quality video, they are less efficient in terms of compression compared to MP4 and MOV. This often results in larger file sizes that are not ideal for sharing over the internet. Additionally, AVI is less compatible with modern devices and software, making it a less practical choice for client video delivery.

Of these three main options, MP4 offers the winning combination of cross-platform usability, ability to uphold high video fidelity, and reasonable file size for easy sharing. That’s why expert video producers largely consider MP4 to be the professional client delivery standard today.

Additional File Formats to Consider

While MP4, MOV, and AVI are the most common formats, there are other file formats that might be suitable depending on the specific needs of your project and client.

WMV

Windows Media Video, is a series of video codecs and their corresponding video coding formats developed by Microsoft. WMV files are designed primarily for streaming over the internet and offer high compression rates, which results in smaller file sizes. This can be useful when you need to share videos quickly over the internet. However, WMV is not as widely supported as MP4.

FLV

Flash Video, is a format used to deliver video over the internet using Adobe Flash Player. FLV files are known for their small file sizes and fast loading times, which makes them ideal for online video streaming. However, with the decline of Adobe Flash Player, FLV is becoming less common and may not be the best choice for all clients.

Use the Proper Delivery Method

Once you’ve formatted client videos as optimized MP4 files, the next key consideration is choosing the right delivery method to send the files securely and conveniently. Depending on client preferences, file sizes, and other variables, the best options include:

Email Attachments

Emailing a video file directly as an attachment can work for smaller MP4 files. However, many email providers cap attachments around 25MB, so confirm size limits before sending. Compress larger videos before attaching files. Here’s a detailed breakdown of the process:

Compress the Video File: Use software like HandBrake or Adobe Media Encoder to compress the video file to fit within the email provider’s size limit.
Check Email Provider Limits: Each email provider has different size limits for attachments. For instance, Gmail allows attachments up to 25MB, while Outlook allows up to 20MB.
Attach and Send: Once the video is compressed, attach it to your email and send it to your client. Include a brief message explaining what the video is and how they can view it.

Cloud Uploads

Cloud storage platforms like Dropbox or Google Drive allow videos of any size to be uploaded to a shareable link you can email clients. This helps circumvent attachment restrictions. Maintain access limits and set expirations on cloud links to keep content secure. Here’s how you can use cloud uploads effectively:

Upload the Video: Upload the video file to a cloud storage service. Most services offer drag-and-drop functionality for easy uploads.
Generate a Shareable Link: Once the video is uploaded, generate a shareable link. Ensure the link has appropriate access permissions (e.g., view-only).
Email the Link: Send the shareable link to your client via email. Provide instructions on how they can access and download the video.

FileTransfer

A highly recommended option for sending professional videos to clients is using FileTransfer. FileTransfer is a superior alternative to services like WeTransfer because it offers no limitations on free accounts, and paid accounts can utilize it as cloud storage too. This makes it an ideal solution for professionals needing reliable and secure video delivery.

Benefits of Using FileTransfer

No Size Limitations: Unlike many other file transfer services, FileTransfer imposes no limitations on file size for free accounts, making it perfect for sending large video files.
Cloud Storage: For paid accounts, FileTransfer can also be used as cloud storage, providing an additional layer of convenience and accessibility.
Security: FileTransfer offers robust security features, ensuring that your videos are delivered safely and securely.

How to Use FileTransfer

Upload the Video: Visit the FileTransfer website and upload your video file. The platform’s user-friendly interface makes this process straightforward.
Set Permissions: For paid accounts, you can set advanced permissions and use the platform as cloud storage, adding a layer of control over who accesses your files.
Generate and Share the Link: Once the upload is complete, generate a shareable link and send it to your client via email. Include instructions for accessing the video.

Physical Copies

For larger collections like raw footage or high-fidelity master files, clients may request hard drive deliveries. Copy files to an external SSD or flash drive and safely ship overnight. This ensures clients immediately possess all footage but incurs shipping expenses on your end. Here’s how to manage physical deliveries:

Copy the Video Files: Use reliable software to copy the video files to an external SSD or flash drive.
Package Securely: Package the drive securely to prevent damage during shipping. Use padded envelopes or small boxes with cushioning.
Ship Overnight: Choose a reliable courier service that offers overnight shipping. Provide tracking information to your client so they can monitor the delivery.

Evaluate each client’s comfort with technology, typical deliverable specifications provided in the initial project scope, and whether expedited or standard timing is acceptable when deciding between these options. An advertising executive expecting a 30-second commercial spot likely needs only quick email delivery, while a film studio requesting all raw footage from a documentary shoot expects a multi-terabyte hard drive shipment instead.

Choose the method that best provides clients their required files within ideal timelines while also safeguarding content integrity, maximizing convenience for both parties, and sticking to project budgets.

Optimize the Viewing Experience

With the right high-quality MP4 file formats produced and secure cloud-based or physical delivery methods implemented, the last step is confirming an excellent video viewing experience on the client end post-delivery.

Preview Videos Across Multiple Devices

Before uploading final files, preview videos across multiple devices yourself first, including desktop/laptop screens, tablets, and mobile phones. Check that playback flows smoothly without stuttering and audio remains in sync. Screen diversity confirms videos look polished regardless of the screen clients view them on after receiving.

**Test on Different Devices**: Test the video on different devices and operating systems to ensure compatibility. This includes Windows PCs, Macs, iOS devices, and Android devices.
Check Playback Quality: Pay attention to playback quality. Ensure there are no buffering issues, stuttering, or audio sync problems.
Adjust as Necessary: If you notice any issues during playback, make the necessary adjustments to the video file. This might include re-encoding or adjusting compression settings.

Ensure Software Compatibility

Double-check appropriate software is included for video formats delivered to clients less familiar with video technology. For example, when emailing MP4 attachments, let Windows-based clients know downloading the free VLC media player enables playback if QuickTime isn’t already installed.

Provide Software Recommendations: Include recommendations for free, reliable media players such as VLC or QuickTime.
Offer Download Links: Provide direct download links to the recommended software to make it easy for clients to install the necessary players.
Test Compatibility: Test the video file with the recommended software to ensure it plays correctly.

Provide Basic Instructions

Provide basic instructions if helpful too for accessing cloud links or external media, particularly for less tech-savvy customers. Simple guidance like “double-click the MP4 file to play in QuickTime” or “copy this shared link to view attached project footage” offers helpful hand-holding.

Write Clear Instructions: Write clear, step-by-step instructions on how to access and play the video file. Use simple language and avoid technical jargon.
Include Screenshots: If necessary, include screenshots to guide clients through the process.
Offer Additional Help: Let clients know they can contact you if they have any questions or need further assistance.

Offer Troubleshooting Support

Most importantly, inform all clients to reach out for troubleshooting help if encountering any access or playback issues post-delivery. Provide contact information and be ready to rapidly respond to fix problems should they arise. Follow-up is vital for superb service.

Provide Contact Information: Include your contact information in the email or documentation sent with the video. Make it easy for clients to reach you.
Be Responsive: Respond quickly to any troubleshooting requests. Aim to resolve issues within 24 hours.
Document Common Issues: Keep a record of common issues and their solutions. This will help you resolve problems more efficiently in the future.

With these end-to-end video delivery optimization tips in place from initial file export through to post-share access confirmation, you’ll impress every client with easy, outstanding video content sharing experiences.

Set Clear Deliverable Expectations

Before you ever hit record on a client video project, taking the time to align on defined deliverable expectations upfront is crucial. Setting precise video requirements, formats, delivery timelines, and success measures early in the creative process ensures both you and the client share transparency around intended final results.

Key Details to Lock Down

Some key details to lock down include:

Video length and format specifics.
Preferred shooting style/level of creative input allowed.
Final editing conventions and branding inclusions.
Exact file export types suited for client use case.
Ideal delivery methods and review procedures.

Example Creative Brief

An example creative brief from a client may request:

“A 30-second digital spot shot in interview documentary style on iPhone formatted vertically for Instagram ads. Edited video should incorporate our animated logo in closing frames along with voiceover of approved script. Deliver color-corrected and compressed MP4 file via Dropbox link for cross-platform social posting.”

With a comprehensive brief like above (but tailored for every industry and client type), there is little room for ambiguity on goals or confusion once videos are delivered. The creative and strategic teams simply need to execute according to outlined specifications.

Post-Delivery Follow-Up

Post-delivery, be sure to also check in with key decision makers that the videos meet business objectives using provided metrics. Continual alignment leads to enduring client relationships built on stellar service.

Schedule a Review Meeting: Schedule a meeting with the client to review the delivered video. Discuss whether it meets their expectations and gather feedback.
Track Metrics: Use metrics provided by the client to evaluate the video’s performance. This might include engagement rates, conversion rates, or other relevant data.
Make Adjustments: If necessary, make adjustments to the video based on client feedback and metrics. This might involve re-editing or re-shooting certain scenes.

Send Videos to Clients Seamlessly Every Time

Whether a real estate agent reviewing virtual tour footage or a startup founder sharing a crowdfunding campaign video, delivering professional video content to clients should never trigger headaches on either side of the creative relationship.

Best Practices for Video Delivery

By choosing universally compatible MP4 files optimized for quality and accessibility, leveraging secure cloud transfers for seamless access, confirming flawless playback across devices beforehand, and aligning on clearly defined project guidelines early on, video professionals like you can build a reputation for providing exceptional experiences with every share.

Adopt a Consultative Approach

Savvy video producers adopt a consultative educational approach as well with less tech-fluent clients, providing guidance on opening files with the ideal software and standing by ready to remedy any troubleshooting needs that arise post-delivery.

Educate Clients: Take the time to educate clients about the video delivery process. Explain the benefits of the chosen file format and delivery method.
Provide Resources: Offer resources such as video tutorials or written guides to help clients understand how to access and view their videos.
Be Available: Make yourself available for questions and support. Let clients know they can reach out to you at any time.

Master Delivery Logistics

The ability to export gorgeous client-ready videos means little without also mastering polished delivery logistics. Whether modem internet pipelines or multi-gigabyte external drives, use the methods in this guide as your formula for executing perfectly hassle-free video content sharing that delights your clients every single time.

Plan Ahead: Plan the delivery logistics ahead of time. This includes choosing the appropriate delivery method and ensuring you have all necessary materials (e.g., external drives, shipping supplies).
Test the Process: Test the entire delivery process from start to finish. This includes uploading files, generating shareable links, and shipping physical copies.
Document Procedures: Document your delivery procedures to ensure consistency. This will also help if you need to train new team members.

Soon you’ll have executives, marketers, and creative directors eagerly anticipating your next video delivery rather than dreading the process. So embrace these best practices as long-term business development tools as well. Outclassing competitors on client service means outperforming them on strategic growth too.

Conclusion

Ready to step up your client video delivery game and never dread the process again? The tips above will transform anxiety into excitement with every share! Just remember – optimize format, automate transfer, confirm playback, and align expectations. Now it’s time to press play on amazed customers thanks to your exceptional video files shining bright on screens everywhere!

By following these detailed guidelines and adopting a professional approach to video delivery, you can ensure that your clients receive their videos in the best possible quality and format. This not only enhances their viewing experience but also strengthens your reputation as a reliable and skilled video production professional. Embrace these strategies, and watch your client satisfaction and business growth soar.