Design Revision Tracker: Free Client Feedback Template

A design revision tracker is a shared list of requested changes and their outcomes. It helps a designer answer “what should I change next?” and a project owner answer “which proof is waiting for approval?”

Download the blank CSV template · Download a completed example CSV

Open either file in Excel, import it into Google Sheets, or use another spreadsheet app. The blank file contains the column headings and empty rows; the example uses a fictional cafe-menu project. No account is needed to download either file.

What the tracker records

Column	What to enter
Request ID	A stable reference such as R01
File / version	The exact proof the feedback concerns
Page / element	Where the change belongs
Requested change	A specific action, not “make it better”
Requested by	The person who raised it
Decision owner	The person who resolves conflicting instructions
Assigned to	The person making the change
Review round	First review, second review or another agreed round
Status	Open, awaiting decision, in progress, ready for review or closed
Decision / notes	What was agreed and why
Revised file	The file containing the change
Approval reference	Where the revised proof’s decision is saved

One row represents one request. Keep a separate record of the proof’s overall approval: closing a spelling correction does not mean the entire menu is approved.

Worked example: two people disagree about a price

Suppose a cafe manager asks for a lunch price of £12, while a second reviewer asks for £13. The designer should not choose based on which comment arrived last.

1. Add one row for the price change and mark it awaiting decision.
2. Record both instructions in the notes and name the cafe manager as decision owner.
3. Ask that person to confirm the correct price.
4. Record the agreed value, then assign the edit to the designer.
5. Enter the new proof filename when it is ready, and mark the row ready for review.
6. Close the request once the change has been checked. Save the overall proof approval separately and link its reference.

The downloadable example also includes a simple typo correction and an unresolved layout request. It shows why completed edits and an approved proof need different records.

How to use the tracker without creating more admin

Start with one active project

Give the file a clear name and agree who keeps it current. If several people edit it, use your team’s shared spreadsheet service and its access controls. Sending a fresh CSV attachment for every comment creates the same version problem the tracker is meant to solve.

Consolidate comments at the end of each review round

Collect comments from the agreed review channel, resolve duplicates and assign an owner. Keep the original feedback where practical, then use the tracker to record the action. The consolidated-feedback email helps when stakeholders disagree.

State changes as actions

“The footer feels wrong” needs clarification. “On page 2, replace the footer telephone number with the number in the approved brief” is actionable. If the request lacks enough detail, mark it awaiting decision rather than pretending work has begun.

Keep prior decisions readable

Do not overwrite a resolved request when a new direction arrives. Add a new row and refer to the earlier request. That preserves the reason for the change without presenting an old instruction as current.

A practical status sequence

Use open → in progress → ready for review → closed for a straightforward correction. Use awaiting decision whenever the person making the edit needs a choice, missing detail or agreement about the next step.

“Closed” should mean the request has an outcome, which may be implemented, withdrawn or declined. Write that outcome in the notes. Do not use a green row as the only explanation.

What this template does not replace

The tracker does not preview files, notify reviewers automatically or establish approval on its own. It organises the work around a review. Your design proofing process still needs a clear proof, an authorised reviewer and an explicit decision.

When a client changes their mind after sign-off, use the post-approval change workflow. For collecting the decision itself, ApproveTrail lets you send a reviewer link and receive approval or rejection with comments.