Client acceptance form template, with three emails for sign-off
A free acceptance form for delivering client work (requirement, acceptance criteria, result and a sign-off block) and three emails: ask for acceptance, re-check a fixed item, and confirm the results.
By Plaro · Content date
When an acceptance form helps
Acceptance is where a delivery turns into the final invoice, and it goes fastest when both sides check against the same list. Without one, “I thought this was included” tends to come up at the very end. The best list is the requirements you agreed on, each with the criteria that make it done. The form below is free to copy or download.
Acceptance form template
The rows are an example from the online store redesign sample. Replace them with your project's requirements and criteria.
Acceptance form
- Project
- Online store redesign
- Baseline
- Requirements v2 (confirmed by the client on Oct 28)
- Checked
- Nov 20 – Nov 21
- ID
- R-1
- Requirement
- Email login
- Acceptance criteria
- A registered user can log in with email and log out.
- How checked
- Tried with a test account
- Result
- Met
- Reason · fix
- —
- Checked
- Nov 20
- ID
- R-2
- Requirement
- Admin orders: view and cancel
- Acceptance criteria
- Admins can view orders and cancel orders not yet shipped. Customers also see the cancellation in their order history.
- How checked
- Demo on the admin account
- Result
- Met
- Reason · fix
- —
- Checked
- Nov 20
- ID
- R-3
- Requirement
- Product name search
- Acceptance criteria
- Find relevant products by name. Confirm performance criteria separately.
- How checked
- Ten test searches
- Result
- Not met
- Reason · fix
- “running shoe” doesn't find products named “running shoes”. Fix by Nov 24, then check again
- Checked
- Nov 21
Sign-off
We checked the delivered work against the acceptance criteria of requirements v2 and confirm the results are as shown above.
- Results
- Met 2 · Not met 1 · In all 3
- Not met
- R-3 fixed, checked again on Nov 24
- Date
- Client (name, signature)
- Delivered by
Email templates
Ask for acceptance
{project} is delivered and ready for acceptance
Hi {name}, {project} is delivered. So you can check it against what we agreed, the attached form lists every requirement from v{number} with its acceptance criteria. How to check: {link}, test account {account} Could you mark each line Met or Not met by {date}? For anything not met, one line on what you saw is enough, and we'll schedule the fix. {sender}
Re-check after a fix
{requirement} is fixed: could you check it again?
Hi {name}, {requirement} was marked not met on {date} (“{reason}”). It's fixed now. What changed: {fix} Only this line needs a second look; the others keep their results from {date}. {sender}
Confirm the results
Acceptance results for {project}: please confirm
Hi {name}, Here are the acceptance results against requirements v{number}: - Met: {count} - Not met: {count} ({requirement}: {what we agreed for it}) If this matches what you saw, a quick “confirmed” is enough, and I'll send the final invoice for {amount} as the contract sets out. If anything looks different, tell me before we close. {sender}
What goes in each column
ID and requirement come straight from the agreed requirements document. Acceptance criteria is the sentence that says when the item counts as done, and How checked notes how the client verified it: a test account, a demo or a screen recording. Result is Met or Not met; for Not met, Reason · fix holds what was seen and the plan to fix it. Checked is the date. At the top go the project, the requirements version you check against and the dates; the sign-off block below holds the totals, the confirmation sentence and who confirmed.
Asking for acceptance and closing it
Before delivery, settle which version is the baseline, usually the last requirements version the client confirmed. Fill in the form and send the first email. Fix what isn't met, then use the second email to have just those lines checked again. When the results are settled, the third email asks for confirmation; keep the reply with the form. If the contract sets an acceptance period or method, follow it.
Doing the same in Plaro
In Plaro each requirement carries its acceptance criteria and the version the client confirmed is kept, so the baseline for acceptance is already settled. You mark each line met or not met next to the built reports (with commits) left by your teammates and their own Claude Code or Codex, then press [Ask the client to confirm]: the client opens a link without signing up, reviews the results and confirms. A confirmed acceptance becomes an acceptance record showing who confirmed and when, which you can get from the print view (save as PDF) or as Excel. Client confirm links and acceptance are in the free plan too.