A good file request answers three questions
Your client needs to know which file you want, what it will be used for, and what an acceptable version looks like. When any of those details is missing, the response may be technically correct but practically unusable.
Consider a logo request. ‘Send the logo’ might produce a screenshot from a presentation. ‘Upload the original logo files, or a high-resolution PNG with a transparent background, for the new website header’ gives the client a useful target.
Separate the checklist from the storage location
A folder can contain many files without showing whether the collection is complete. A checklist names the expected inputs before they arrive. Keep one item per asset or group of assets that you need to track independently.
For a website project, that might mean one item for the logo, one for the brand guidelines, one for team photos, and one for approved copy. Avoid a single ‘all website files’ upload if you will need to ask about each part later.
Use formats that match the next step
PDF works well for reference documents. PNG and JPEG are common for images. DOCX can be useful for editable copy. ZIP can group related originals. When vector files are needed, ask for a ZIP containing those files rather than telling the client to convert their logo into a lower-quality format.
Rosfish accepts PDF, PNG, JPEG, DOC, DOCX, and ZIP files up to 10 MB each. If a file exceeds the limit, ask for a shared link using a URL item. Include an instruction to check that the intended recipient has access before sending.
Ask for context where it matters
An image may need a photographer credit. A document may represent a draft rather than an approved version. A folder may include alternatives that should not all be used. Add a short question for the context you would otherwise need to request later.
Make the relationship between the file and the context obvious. ‘Notes for the team photos’ is better than an unrelated ‘anything else?’ at the bottom of a long request. Keep the prompt short enough that the client can answer while the asset is still in mind.
Share thoughtfully and review promptly
Send the request link to the person responsible for coordinating the inputs. Explain that anyone holding the link can access the request. Do not put passwords, unnecessary personal identifiers, or information outside the engagement’s needs into the request.
When files arrive, check their usability while the client still has the task in mind. Confirm the format, version, and relevant permissions. If something needs replacing, point to the specific item and explain what should change. A precise correction is more useful than another broad request for ‘better files.’