Put the file and the message on the same timeline
The supplied project record contains version v2 and a client message on Monday: “Approved, please use this headline.” A later v3 changes the headline and image. On Thursday the client comments on v3: “Looks good. Could we make the blue warmer?”
The Monday approval identifies v2. Thursday's note refers to v3 and asks for a colour change. “Looks good” leaves open whether the client accepts v3 as it stands.
Keep approval and feedback tied to their versions
A prepared review could list v2 as approved in the Monday message, and v3 as having a requested colour change with approval unconfirmed. Keeping each comment with its version reference lets the owner check the source of either status.
Approval of v2 does not carry over to the changed headline and image in v3. The owner can also check that the person who replied is the reviewer authorised for this project.
Ask the client about the actual choice
A possible draft is: “For v3, would you like us to warm the blue before the next review, or are you approving the file as it is?” The owner can adjust the wording to the agreement with the client.
If the client chooses a colour change, the team can prepare another version for review. If the client explicitly approves v3, the owner can record that decision against v3.
Pass on the version and its status together
When the agency hands the work to a designer, printer or publisher, the file identifier and approval reference belong in the handoff. The next person can see which asset the decision concerns.
Questions you may have
Does approval of v2 approve v3 too?
The supplied record does not establish that. v3 has a changed headline and image, so the owner needs a decision that refers to v3.
Is “looks good” enough to mark v3 approved?
The same comment asks for warmer blue. The example keeps approval unconfirmed and asks the client to resolve the ambiguity.
What should go into the handoff to the printer?
Once the owner has established the approved version, include the correct file identifier and the approval reference, along with any other information required by the project.
Sources and further reading
- How are you all managing client approvals?
An agency discussion asks how to track client approvals and identify the version that was approved.
- Client Timelines and Expectations - Study Group: Video Marketing
A video content freelancer asks about obtaining timely client feedback and approvals.
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