Client approval workflow: fewer rounds of feedback

Not every draft or internal comment should be visible to the client. Publish only the version that is ready for a decision.

Explain what changed, what is being reviewed and which questions need an answer. One clear decision is easier than an open-ended request for thoughts.

Attach the relevant deliverable, label the version and include a short summary. Avoid sending an attachment with no explanation.

Distinguish approval from a request for changes. Capture comments and the revision to which the decision applies, so old approvals cannot be mistaken for current ones.

After changes, publish the revised result and ask for a fresh decision. Keep internal tasks separate from the client-facing conversation.

The Pultify client portal supports published updates, files, comments, approvals and change requests, while internal agency tasks remain private.

Choose one of three clear requests: approve this version, request specific changes, or answer a blocking question. A message such as “thoughts?” invites feedback that is difficult to close. Instead, identify the asset, version, review scope and deadline.

For a landing-page design, the first review might cover structure and copy hierarchy, while the next covers visual details. Mixing those decisions often restarts earlier work.

The designer finishes an internal draft on Monday. The project owner checks brand requirements and publishes version 1 for client review on Tuesday. The client requests a headline change on Wednesday. The agency records the request, prepares version 2 and asks for a new approval on Thursday.

Approval of version 1 must not be treated as approval of version 2. Preserve the decision history so the team knows which file was accepted.

Ask reviewers to reference the specific asset and describe the intended change. “Make it pop” is not a task; “increase contrast between the headline and background” is. Where feedback conflicts, identify the single authorized approver rather than implementing two incompatible directions.

If a request changes the agreed deliverable or adds a new channel, separate that commercial decision from ordinary revision feedback.

Before publication, confirm that the correct file is attached, internal notes are not visible, the requested decision is explicit, and the reviewer has access. After the decision, record the outcome and update the next task owner.

Pultify provides client-facing published updates, comments, approvals and change requests; internal work stays separate. Teams should still agree on their review policy and response expectations.