A sign-off sticks when the client knows exactly what they approved and what approval means. Name the version. Say what happens next ("once approved, we build it"). Get it in writing, from the person with authority. When changes come later, treat them as change requests, with time and cost.
Why approvals come undone
- The wrong person approved. Their boss sees it later and wants changes.
- They did not know what approval meant. They thought they could still tweak it.
- It was vague. "Looks great!" in a chat thread about something else.
- The version was unclear. Which file did they approve?
Five ways to make it stick
1. Approve a named version. "Homepage design v3, sent May 16." Not "the design."
2. Say what approval means. "Once approved, we start building. Design changes after that are a change request."
3. Get the right person. At kickoff, ask: "Who gives final approval?" One name. If their boss might weigh in, involve the boss before approval, not after.
4. Get it in writing. A clear reply email or an approval link. Save it with the project.
5. Close it. "Thanks for approving v3 on May 18. We start building Monday." This short note confirms it for everyone.
When they come back anyway
Stay friendly. Point to the approval:
"Happy to change that. Since v3 was approved on May 18 and the build has started, this would be a change request. It adds about 6 hours and $600, and moves launch two days. Want me to go ahead?"
Most clients understand. Some decide the change can wait.
Put it in the contract
- Who approves.
- What approval means.
- How changes after approval are handled.
The project scope template has these lines.
Fewer reasons to reopen
Approvals stick better when the work is right. Check it against the brief before the client sees it, so they are not finding gaps after approving.
Approvals with a record
M-Tracker lets clients approve work or request changes from a link, with no account. Each approval is recorded on the project, and change requests never count as approvals. No screenshots and no activity tracking.
Where M-Tracker fits
M-Tracker gives every task a clear brief and every finished piece of work a first review, in plain words, before it reaches the manager. No screenshots, no scores.
Try M-Tracker free14-day trial. No credit card. No employee surveillance.
Questions people ask
Can I charge for changes after approval?
Yes, if your contract says so. Always offer the option before doing the work.
What if the approver leaves?
Their approval stands. Brief the new contact on what was approved and why.
Work you can trust, without redoing it.
Your team gets feedback before work reaches you, or your client.
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