Client Feedback and Sign-off Checklist Template

This template is designed to replace informal email chains with a professional approval protocol. It provides a structured workflow that can be adapted to any design milestone whether you are signing off on an initial floor plan or finalising complex joinery details.

1. Structured Review Categories
Rather than asking "What do you think?", the template uses specific, segmented sections to guide the client through the review process. This ensures they consider every element—from spatial layouts to specific material finishes—before giving their approval.

2. The "Gut Check" Framework
The workflow begins by gauging the client's overall alignment with the design direction, ensuring you have their emotional buy-in before asking them to review technical specifics.

3. Formal Sign-Off Protocol
The most critical feature of the system. The template concludes with a mandatory declaration section, requiring the client to explicitly acknowledge that their approval triggers the next stage of work (e.g., procurement or documentation) and that subsequent changes may incur fees.

4. Automated Documentation
Because the system is built on Google Forms, every response is automatically logged and timestamped. This creates an instant, searchable paper trail of every decision made throughout the project lifecycle, without you needing to file a single email.

Software Compatibility:

• Google Forms: This template is built exclusively in Google Forms.
• Why Google Forms? It is free, mobile-friendly for clients, and automatically collects answers into a neat spreadsheet for your records.

File Details:

• Format: Google Form Template
• Customisation: You can add your logo, change the header image, and edit/delete any question to match your specific project needs.

Informal approvals are a primary cause of scope creep. When a client simply replies "looks great" to an email, they often haven't reviewed the specific details of the schedule. This creates a gap between what they think they approved and what is actually being ordered.

This checklist replaces casual agreement with a formal review process. It guides the client to look at specific elements (Layout, Finishes, FF&E) and actively verify their decisions.

What this does for your studio:

• Eliminates Ambiguity: It forces the client to be specific. They cannot just say "I'm not sure"; the form prompts them to articulate exactly what needs revision.
• Prevents Scope Creep: By getting a digital signature on the design phase, you draw a line in the sand. Any changes after this point become a billable variation.
• Centralises Feedback: It consolidates all client decisions into a single, searchable document, ensuring you have a clear record of instruction without searching through old email threads.

Requesting formal sign-off protects both parties, but it needs to be done professionally.

Instead of chasing clients for a reply, you simply send a link. It feels organised and efficient, giving them a clear format to voice concerns while building the documentation your studio needs.

1. How is this different from a basic approval email?
This template creates a consistent, stage-based paper trail. Each item references a specific drawing or folder link and captures a clear Yes / No / Not sure with comments, making decisions traceable and easy to revisit.

2. When should I send it?
Right after each presentation (Schematic, Concept, DD). Some designers also send it in advance for pre-reading when the drawing set is straightforward.

3. Can I duplicate items for multiple rooms or custom joinery?
Yes, duplicate the block and rename it (e.g., "Bathroom 2 – Vanity & layout") and relink the drawing.

4. Is it fully customisable?
Completely. Add, delete, or rename items; change bracket prompts; swap drawing links; and update the stage wording to match your process.

5. What is your refund policy?
Due to the digital nature of our products, we don't offer refunds and exchanges. Please read the product description carefully before making a purchase. If you have questions or need help before making a purchase, please don't hesitate to reach out to us here.

6. Is technical support available?
Yes, technical support is available to assist you. We recommend starting with our comprehensive help guide, which addresses common questions and provides detailed instructions. If you need further assistance, feel free to reach out to us through our contact page.