Guide
How to create an approval record
An approval record is a business document, not a legal signature. It shows who approved, when, which version and what was still open at that moment. For a studio, it is the answer to the question that starts most disputes: which version did they approve?
What the record should contain
The project, the file, the version, the approver, the date and the time. Add a fingerprint or a hash of the file so the record points to the exact bytes that were approved.
List the comments that were resolved and the comments that were still open at approval. The open list is what makes the record useful: it shows what the client accepted with the approval.
How to capture it
The cleanest way is to record the approval inside the review tool, against the version the client is looking at. The tool can capture the approver, the time, the version and the file fingerprint automatically.
If the approval happens in a meeting or an email, add it to the record with the date, the person and the file version. Do not reconstruct it from memory after the project closes.
How to use it
Send the record with the final files and attach it to the invoice when the engagement calls for it. For a print project, give it to the production team with the approved proof.
If the client asks for a change after approval, open a new round and refer to the record. The conversation is about the new request, not about what was approved.
What it is not
It is not an e-signature and it does not replace a contract. It is a record of a design decision, with the context the studio needs to prove the version.
Do not claim legal effect or compliance certification. If a client needs a signature, use a signature product and keep the approval record as supporting evidence.
Questions
What should an approval record include?
The project, file, version, approver, date, time, file fingerprint and the open comments at the moment of approval. A PDF and a public link are both useful.
Is an approval record legally binding?
It is a business record, not a legal signature. The engagement letter governs the contract; the record supports the factual question of which version was approved.
Can the client withdraw an approval?
Yes, with a recorded reason and a new version. The record should show the withdrawal, not delete the original approval.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.