Revision Desk Team · Published 2026-07-27 · Updated 2026-07-27
A Client Approval Checklist for Freelancers
Client approval is not one button at the end of a project. It is a chain of small decisions that begins with a clear baseline and ends with a named person approving a specific version. This checklist helps freelancers keep those decisions visible without turning every project into heavy administration.
Before creative work starts
Record the commercial and review assumptions in language both sides can use. The baseline should be specific enough to distinguish a correction from a new deliverable later.
- ✓Deliverables and formats
- ✓Included revision rounds
- ✓In-scope and out-of-scope examples
- ✓Feedback deadline and turnaround
- ✓Extra-fee method
- ✓Final approver
Before sharing each version
Label the version and make it obvious which file is current. Add a short note describing what changed and what kind of response you need. Do not ask for final approval while unresolved revision items remain.
- ✓Unique version label
- ✓Delivery date
- ✓Review link or file
- ✓Changes since the previous version
- ✓Decision requested and deadline
Before beginning a revision round
Confirm that the feedback batch is complete, consolidated, and refers to the current version. Separate clarification from new requests and show any unresolved conflict to the final approver.
Checklist: current version confirmed; all reviewer comments collected; conflicting requests resolved; feedback marked complete; round count recorded.
Before accepting added scope
Describe the change independently from the original deliverable. State its fee and timing, then wait for confirmation. A casual “sure, we can add that” can create an obligation neither side has evaluated.
- ✓Added deliverable or direction
- ✓Reason it is outside scope
- ✓Additional fee
- ✓Schedule impact
- ✓Named approver and confirmation time
Before final delivery
Ask the final approver to confirm the exact version. Preserve the approval statement with the project record, then deliver the final files according to the agreement. Do not describe an operational record as a guaranteed legal signature.
- ✓Final version label
- ✓Open revision items resolved
- ✓Added fees confirmed
- ✓Approver identity and role
- ✓Approval time
- ✓Final delivery location
Frequently asked questions
Does approval need to be a legal signature?
Not always, but operational approval is not a guaranteed substitute for a signature. Use qualified advice for legal requirements.
Can the final approver change?
Yes, if the client clearly names the replacement and the project record is updated.
What if approval is only verbal?
Follow up with a written summary and ask the approver to confirm the exact version.
Should I delete old versions?
Keep an appropriate version record and follow your retention and privacy obligations.
Can a client review without an account?
Revision Desk supports private token-protected review links so the client does not need a product account.