Agency request template

Client approval signing request template

A client approval records a decision-maker's formal sign-off on a document so work can proceed with a clear, documented go-ahead.

Send a client approval request Browse all templates

What is a client approval?

A client approval is a short, recorded confirmation that the person responsible on the client side has reviewed a document and agreed to it. It turns a verbal nod or a loose email thread into a dated, traceable approval you can point to later if scope, cost or direction is questioned.

In agency and services work, approvals protect both sides. They mark the moment a brief, scope or deliverable was accepted, which helps you avoid rework, manage change requests fairly and keep projects moving without ambiguity about who signed off on what and when.

When to use a client approval

Confirming a client accepts a scope or brief before the team starts work
Locking in a deliverable so later changes are treated as new requests
Getting written go-ahead from the person who controls the budget
Recording approval at a project milestone or stage gate

What to include in a client approval

Document reference: name and version of what is being approved so it is unambiguous
Scope summary: a short note of what the approval covers and excludes
Approver details: the name and role of the person authorised to approve
Decision and date: clear approve or decline with the date captured
Next steps: what happens once approval is given, such as start dates or invoicing

Pros and cons of sending a client approval as a signing request

Pros

Creates a dated record of who approved and when
Reduces disputes about scope and change requests later
Faster than chasing sign-off across long email threads
Status tracking shows if the client has opened or actioned it

Cons and things to watch

An approval is only as clear as the document attached to it
The wrong contact may approve if you do not confirm authority
It does not replace a signed contract for the underlying work
Approvals can stall if the decision-maker is away or slow

How to send a client approval with Cosign

Upload the document and use preview to confirm it is the correct, final version before sending
Add the client decision-maker as the signer and check their email and authority to approve
Set a 7-day expiry, and add password protection if the document is sensitive
Send the request, track opens and previews, and keep the completion receipt once approved

Client approval request details

Email subject

Approval request

Default message

Please review the attached document and confirm approval so we can move forward.

Signer setup

Client decision-maker

Suggested expiry

7 days

Button label

Approve document

Best fit

Agency teams

Client approval FAQs

Is an electronically approved document legally valid in Australia?

In Australia, electronic signatures and approvals are generally recognised under electronic transactions laws when the signer consents and is reliably identified. Validity depends on the circumstances, so seek professional advice for high-value or disputed matters.

Who should I send a client approval to?

Send it to the person with authority to approve on the client side, usually the project owner or budget holder. Confirm their role first so the approval carries weight if it is ever questioned.

Will the document be visible to search engines or the public?

No. Cosign sends each approval through a private link to the named signer, and documents are not indexed by search engines. Only people with the link can view the file.

What happens if the client does not respond before expiry?

If the request expires before the client approves, the link stops working. You can send a fresh request, and reminders before expiry help prompt a response.

Does an approval replace a contract?

No. An approval records sign-off on a specific document or milestone, but it is not a substitute for a signed agreement covering the wider engagement. Use both where appropriate.