Document Approval Best Practices

A useful approval process makes the next decision clear. Identify the exact file, the person authorised to approve it and what their approval allows the team to do.

Agree the review before sending the file

Name a decision owner, the scope of review and a realistic deadline. If several people comment, ask one owner to resolve conflicting instructions. Tell reviewers whether they are choosing a concept, checking copy or authorising the next production step.

For a repeatable sequence, use the client approval process guide.

Send a specific request

Include the exact filename or version, an accessible proof link and the decision you need. Replace “thoughts?” with a focused request such as “Please approve menu-v03.pdf for copy and layout, or list the changes needed.”

The client approval email templates cover first proofs, consolidated feedback, reminders, revisions and final sign-off.

Separate changes from approval

“Looks good, but change the price” leaves an edit to make. Record the changes, create a revised file and ask for a decision on that version. Do not treat a closed editing task as approval of the whole proof.

Use the revision tracker to organise requests by version, owner and outcome.

Keep the decision with the proof

Record the approver, decision, scope and date. Save the proof and the relevant specification with that record. Plan where the team will retain its own copies, including any records needed beyond a service's retention period.

The artwork proof approval form includes these fields and a completed example.

Follow up on a pending decision

Send a short reminder with the same proof reference and the agreed deadline. Explain the task that is waiting and ask for a workable review time. No reply should remain pending; it is not an explicit approval.

Handle changes after sign-off

First confirm production status with the owner or supplier. Preserve the approved version, record the new request and agree the impact before proceeding. Obtain a decision on any revised proof.

Follow the post-approval change workflow for a decision path and printable record.

Review where work gets stuck

For a few recent jobs, compare when the request was sent, when feedback arrived and when the required decision was recorded. Look for unclear ownership, missing context or repeat revisions. Use your own observed records to judge improvement; a generic percentage cannot describe your team's results.

ApproveTrail supports sending reviewer links and collecting approval or rejection with comments. Reviewers do not need an account. Try the review demo to see that interaction.