Checklist
Client review checklist
A client review works when the client knows what to look at, where to comment and what decision you need. This checklist covers the file, the link, the message and the close, so the review does not turn into another email thread.
Before you send
- The right version
Confirm the file name, the version number and the date match the version the client should review. Remove old files from the folder or mark them superseded.
- The decision you need
Write one sentence: is this a review for comments, a choice between options or an approval request? The client should know before opening the link.
- The context
Add the brief, the audience and the constraint the client should keep in mind. A proof without context invites comments about the wrong thing.
- The reviewer list
Confirm who needs to respond and who makes the final decision. A review sent to five people with no owner often produces five opinions and no decision.
The review link
- Access check
Open the link in a private browser window and on a phone. Confirm the client does not need an account and the pages render correctly.
- Permissions
Decide whether the client can download the file, invite a colleague or only comment. Apply the smallest permission that lets them review.
- Branding
Check the studio logo, colour and name on the review page. The client should see the studio, not the software vendor.
- Due date
Set the date and time in the client's timezone. A deadline without a timezone creates a last-minute dispute.
During and after
- One reminder
Send a reminder only to the people who have not commented or decided. Do not remind the whole group for one missing reviewer.
- Acknowledge the feedback
Reply in the review thread, not in a separate email. The reply stays with the comment and the version.
- Close the round
When the client approves, record the approval against the exact version. If the round ends in changes, summarise the changes and the next version date.
- Archive the record
Keep the approval record and the reviewed file with the project. The record is the answer to 'which version did they approve?'
Questions
Should the client review a PDF or a link?
A link keeps the comments, the version and the decision together. A PDF attachment can be annotated, but the comments come back in a separate email and the version is harder to prove.
How many reviewers should a client review include?
Include the people who need to comment and name one decision maker. More reviewers are fine if the decision rule is clear.
What if the client does not respond?
Remind only the people who have not responded, name the missing decision and give a date. If the review is blocked, move the deadline rather than marking the work approved.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.