Client Approval Email Templates: First Proof to Final Sign-Off

A useful client approval email answers three questions: what should I review, what decision do you need, and when do you need it? The messages below cover six different points in a review cycle. Replace every bracketed field before sending.

Download all six email templates as editable text

These are messages you can send from your own email account. Pair them with a proof link or a clearly named attachment. For the surrounding workflow, see the client approval process guide.

1. First proof: request a focused review

Subject: Review requested: [project], [filename/version], by [date]

Hi [name],

The first proof for [project] is ready: [proof link]. The file is [exact filename/version].

Please review [specific scope, such as wording, prices and layout] against [brief or specification]. At this stage, [state anything excluded, such as final colour matching].

Please send one consolidated set of changes, or confirm that this version is approved for [next step], by [date, time and time zone].

[Named decision-maker] will give the final decision. If the deadline is difficult, please let me know so we can agree the next step.

Thanks, [sender]

Use this when the work is ready for a meaningful decision. If you only want early direction, replace “approved” with a specific question about the concept; do not imply that concept feedback authorises production.

2. Consolidated feedback: resolve several reviewers’ comments

Subject: One feedback list needed: [project], [version]

Hi [name],

We have feedback from [reviewers] on [filename/version]. Before making the next revision, could [decision-maker] confirm one agreed list?

The points needing a decision are: [short list of conflicting or unclear requests].

Please identify the page or element, the requested change and which instruction takes priority. Here is our shared list: [feedback record link].

Once confirmed by [deadline], I can prepare the next proof and flag any effect on the schedule.

Thanks, [sender]

This message gives the client a coordination task, instead of asking the designer to guess which stakeholder to follow. The revision tracker template provides a simple place for that list.

3. Reminder: make the pending decision easy to find

Subject: Reminder: [project] approval needed by [date]

Hi [name],

A reminder that [filename/version] is waiting for your review: [proof link].

Please approve it for [scope/next step] or send the changes you need by [date, time and time zone].

We need that decision before [dependent task]. If you need longer, please reply with a workable review time so we can adjust the plan.

Thanks, [sender]

Keep the consequence factual. If a print slot might move, say that it needs reconfirmation; do not promise a revised delivery date before checking with the supplier. Silence is still a pending decision.

4. Revised proof: identify what changed

Subject: Revised proof: [project], [new version]

Hi [name],

The revised file is [exact filename/new version]: [proof link]. It replaces [previous version] for this review.

Changes made: [short numbered list, with page or element references].

Please check those changes and the overall proof, then approve this version for [scope] or request further changes by [deadline]. The earlier decision does not apply automatically to this revised file.

Thanks, [sender]

A short change summary directs attention, but it should not prevent the client from checking the rest of the file. An edit can affect line breaks, page order or nearby content.

5. Final sign-off: request an explicit approval

Subject: Final sign-off requested: [project], [filename/version]

Hi [name],

Please give the final decision on [exact filename/version]: [proof link]. The approval scope is [scope], against [specification reference].

If ready, please confirm: “I approve [filename/version] for [stated next step].” If anything still needs changing, please list it instead so we can issue another proof.

We will proceed with [next step] only after the required approval and any outstanding production checks are complete.

Please respond by [date, time and time zone]. Thanks, [sender]

For a printable decision record, attach the artwork proof approval form. A request saying “final” is not itself a final approval.

6. Confirmation: close the review loop

Subject: Approval recorded: [project], [filename/version]

Hi [name],

Thanks. We recorded your approval of [filename/version] for [scope] on [date/time/time zone].

The approved proof and decision are saved at [record location]. The next agreed step is [next step and owner].

If you need a later change, contact [person] before sending a replacement file. We will confirm production status and arrange a new review where needed.

Thanks, [sender]

Send this only after receiving an actual approval. For practical ways to reduce waiting across the whole process, use the faster client sign-off guide.

Keep the decision close to the proof

Email templates clarify the request, but replies can still separate from their files. Client approval software gives reviewers a link to the file and a place to approve or reject with comments. Use whichever method your team can maintain consistently, and keep a record of the exact version reviewed.