Guide
How to get client approval on design work
Client approval is not a thumbs-up in a meeting. It is a decision tied to a version, a date and a person. The studio needs a process that makes the decision easy to give and easy to prove, without turning the relationship into a contract negotiation.
Make the decision small
A client approves a specific version of a specific file against a specific brief. If the request is vague, the client will review everything and approve nothing. Send one version, name the decision and say what happens after approval.
If there are options, ask the client to choose one. A review that asks for comments on three directions produces a longer conversation and a later decision.
Name the decision maker
A review sent to a group without an owner produces several opinions and no approval. Ask the client who signs off, and ask the other reviewers to send their comments through that person.
If a committee approves, agree on how the committee consolidates its feedback. The studio should receive one set of comments, not five versions of the truth.
Use a link, not an attachment
A review link keeps the file, the comments and the decision in one place. The client can open it on a phone, leave a comment on the exact spot and come back without downloading another PDF.
The link also gives the studio a record: who opened it, who commented, who approved and which version they saw. A PDF attachment in an email cannot show that.
Record the approval
When the client approves, record the approver, the date, the version and a fingerprint of the file. If the client later asks for a change, the studio can see whether it is a new request or a change to an approved version.
Send the approval record with the final files. It is a business record, not an e-signature, and it answers the question that starts most disputes: which version did they approve?
Questions
Is a client email saying 'looks good' an approval?
It can be, but it is weaker than a recorded approval tied to a version. The email may not say which file or which changes were included.
What if the client approves and then changes their mind?
Treat the new request as a new round or a scope change. The approval record shows what was approved and when, which makes the conversation about the new work rather than the old decision.
Does an approval record replace a contract?
No. It is a record of a design decision, not a legal signature. The engagement letter still governs the project.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.