What is client approval?
Client approval is the formal confirmation that a client gives when they agree that a deliverable, milestone, or phase of a project meets the defined expectations.
It usually happens after review and testing, and signals that the work can move forward to the next stage or be considered complete.
In software projects, client approval ensures alignment between what was built and what was expected, reducing the risk of disputes later.
Why client approval matters
- confirms that deliverables meet requirements
- prevents scope creep by locking approved work
- creates transparency and accountability
- enables progress to the next milestone
- triggers partial or final payments
- documents clear decision points for both parties
Without a structured approval process, feedback loops can become chaotic, timelines slip, and misunderstandings grow.
When client approval happens
Typical approval points during a project:
| Stage | What’s reviewed | Output |
|---|---|---|
| Discovery | Scope, requirements, timeline | Signed scope of work |
| Design | UX, UI mockups, or prototypes | Design approval email or document |
| Development | MVP or completed features | Sprint demo or staging approval |
| Testing | Acceptance testing or QA results | User acceptance testing sign-off |
| Launch | Final release or production handover | Go-live confirmation |
| Post-launch | Maintenance plan or documentation | Support agreement approval |
Each approval stage provides a checkpoint to validate progress before continuing.
The client approval process
1. Present the deliverable
Provide access to the work being reviewed — design files, prototype, staging link, or documentation.
Include notes or a checklist explaining what to test or review.
2. Collect feedback
Allow the client to comment, ask questions, or request changes.
Keep all communication written to avoid confusion later.
3. Apply revisions if needed
Handle valid change requests through the agreed process (change request form, new estimate, or discussion).
4. Request formal approval
Once feedback is addressed, ask for confirmation that the deliverable meets expectations.
Example message:
“Hi [Client Name], we’ve implemented all agreed changes. Please confirm that this version is approved so we can move forward to the next phase.”
5. Document approval
Record approval in writing — via email, project tool, or a signed document.
This protects both sides and ensures traceability.
6. Link approval to milestones or payments
Each approval often unlocks the next invoice or project stage.
Example client approval template
CLIENT APPROVAL FORM
Project: E-commerce Platform
Deliverable: Final UI Designs
Date submitted: 2025-10-31
Approved by: ____________________
Date of approval: _______________
Comments:
[Optional notes from client]
Status:
☑ Approved
☐ Approved with minor changes
☐ Not approved (requires revision)How client approval relates to other project elements
| Element | Connection to approval |
|---|---|
| Deliverables | Approval confirms that a deliverable meets quality standards |
| Milestones | Each milestone is usually approved before moving forward |
| Acceptance criteria | Define what must be true for approval to happen |
| Definition of done | Ensures all items are ready for client validation |
| Change requests | Handle additional work that appears after approval |
Best practices for smooth approvals
- define approval steps early in the project or SOW
- use written confirmation, never verbal agreement
- limit the number of revision rounds per phase
- document deadlines for feedback and approval
- use clear, shared tools (Figma, Notion, ClickUp, or PDF sign-off forms)
- confirm scope changes through new estimates before proceeding
Common mistakes
- No clear approval criteria - client and team disagree on “done”
- Verbal approvals only - nothing recorded for future reference
- Unlimited revision loops - causes delays and scope creep
- No deadlines for feedback - project stalls waiting for response
- Mixing feedback and approval - unclear whether the work is approved or pending changes
Real example of an approval workflow
| Step | Responsible | Action |
|---|---|---|
| 1. Deliverable shared | Team | Upload design or feature demo |
| 2. Review and feedback | Client | Comments and questions |
| 3. Adjustments | Team | Apply valid changes |
| 4. Final review | Client | Confirms completion |
| 5. Approval recorded | PM | Update status and archive record |
Benefits of formal client approval
- builds trust and transparency
- keeps project documentation clear
- supports billing and contract compliance
- helps close phases efficiently
- avoids disputes over unfinished work
Example approval email
Subject: Approval confirmation for Dashboard Module
Hi [Client Name],
Thanks for reviewing the Dashboard Module.
All agreed changes have been implemented and tested.
Please confirm your approval so we can proceed with the next milestone (API integration).
Best regards,
[Your Name]
Project ManagerFAQ
What is client approval in software projects?
It is the formal confirmation from the client that a deliverable or phase meets agreed expectations.
Why is client approval important?
Because it prevents confusion, enables progress, and connects directly to payments or milestones.
How do you document client approval?
With a written confirmation — usually via email, form, or project tool.
What happens if a client delays approval?
The project timeline can shift, so deadlines and payment dates should adjust accordingly.
Can clients request changes after approval?
Yes, but those requests should go through the change request process, not informal feedback.