Free design sign-off sheet template
One page that records what the client approved, which version, who approved it and when. Print it, attach it to an email, or paste the fields into your own document.
A4, one page, no signup. Made for design, video, web and copy work, not for training or attendance.
What the sheet records
| Field | Why it is there |
|---|---|
| Project or job name | What the sheet covers. One sheet per job, not per client. |
| Client | The business, and the person who can approve on its behalf. |
| Prepared by | You, or whoever is sending the work. |
| Date delivered | When the final versions were handed over. |
| Revisions included / used | What the agreement said, and where you ended up. This is the line that stops “one more small change”. |
| Items approved | One row per item, with its version number, the decision and any noted exception. |
| Approval | A sentence saying the approved items are final and later changes are a new request, then name, email, signature and date. |
The approval wording
The sheet uses this sentence above the signature. Change it to match your contract.
I confirm that the items marked approved above are final. Changes after this date are a new request and may be charged as an extra revision round.
How to use it
- Fill in the project, client and the revisions line before you send the final versions.
- List each item on its own row with the version number the client saw. Logo, business card and social template are three rows, not one.
- Send it with the final versions and ask for it back signed, or for a reply saying “approved” with the sheet attached.
- Keep the signed copy with the invoice. If anything comes up later, this is the page you open.
What it must not do
- Approve the whole project in one line. Clients remember approving “the logo”, not “the files”. Itemise.
- Leave the version blank. “Approved” without a version number is how round four becomes round six.
- Rely on a verbal yes. If they will not sign, ask for the one-word email reply and file that instead.
Questions
What is a sign-off sheet?
A short document that records which items a client approved, which version, who approved them and when. It closes a job cleanly and settles the “I never approved that” conversation later.
Is a signed sign-off sheet legally binding?
It is evidence of what was agreed, which is usually what you need. It is not a verified e-signature, and it does not replace your contract. If the stakes are high, put the approval terms in the contract and use the sheet as the record.
When should the client sign it?
When they say the final version is good, before you send the invoice or the final files. Signing after delivery is fine too, but you lose the leverage of “final files follow the sign-off”.
What if the client wants changes after signing?
That is what the sheet is for. Treat it as a new request, point to the revisions line, and quote for the extra round. Most clients accept that when it is written down in advance.
Can this be filled in automatically?
Yes. ClientOkay sends the client one link, records each decision with their name, email and time, and exports the same record as a sign-off PDF with one click.
Skip the paperwork
ClientOkay sends your client one link, records each decision with their name, email and time, and exports this sheet filled in. 14 days free, no card.
Start free