A structured process for getting client approvals that keeps projects moving and prevents endless revision cycles.
Define the stages your work goes through before final approval. Typical stages: internal review, first client review, revision round, second client review, final sign-off. Map out each stage, who is responsible, and how long each stage takes. Share this with the client at the start of the project so they know exactly when their input is needed.
Use this checklist before sending work to the client for review. Sending sloppy drafts wastes everyone's time and erodes trust. Every deliverable should pass this checklist before the client sees it.
Tell the client how to give you feedback. Most clients do not know how to give useful creative feedback, so teach them. Specify the format (written comments, annotated screenshots, Loom video) and the level of detail you need. One consolidated round of feedback from one decision-maker is always better than scattered input from five people.
Document each round of revisions. Track what was requested, what was changed, and whether the change was within scope or additional. This protects you from revision creep and gives you a clear record if there is ever a dispute about what was requested.
Create a clear sign-off statement. When the client approves, it should be in writing and unambiguous. After sign-off, any changes are treated as new requests and are subject to additional fees. Make this process clear from day one, not after the third round of 'just one more tweak.'