Client Approval Email Templates
Replace every bracketed field before sending.
https://approvetrail.com/blog/client-approval-email-templates

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]

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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]

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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]

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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]

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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]

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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]