1
Identify the decision
Give the approval a clear title and connect it to the project. Avoid internal shorthand the client will not recognize later.
Project nameChange-order titleClient nameApproval date
Client approval form template
A client approval form template for out-of-scope work.
A useful approval form is short enough to sign and specific enough to protect the project. The client should know exactly what they are approving.
Use this when:
You need proof of approval before starting extra work.The approval needs to be understandable without a meeting.The change affects price, timeline, or deliverables.
2
Document the business terms
The form should state the added scope, total cost, timeline impact, and payment status in plain language.
Added workTotal valueTimeline impactPayment link or invoice status
3
Keep the audit trail clean
Store approval status and timestamps. If the client declines, keep that decision too so the team does not accidentally perform unpaid work.
ViewedApprovedDeclinedPaid or pending payment