How can I make sure I have proof that a client accepted or rejected my work?

How can you document acceptance or rejection?

Send a short, clear email that:

• States the date you delivered the work.
• Asks the client to confirm acceptance or rejection.
• Gives a reasonable response deadline, such as 5–7 business days.
• States that you will assume the work is acceptable if no response is received.

Also keep proof of delivery. Save timestamps, shared-drive history, file receipts, and related messages. If you speak by phone, follow up with a recap email.

What else can support your position?

Keep records of all communication. Save emails, revisions, and notes.

If the client begins using the work, that may support an argument of implied acceptance. However, written confirmation is always stronger.

For future projects, consider adding contract terms that define:

• Review timelines.
• Approval procedures.
• What happens if the client does not respond.

What to do next

• Send a written request for acceptance or rejection.
• Set a clear response deadline.
• Save proof of delivery and communication.
• Add an approval clause to future contracts.

What to consider in your specific situation

While the steps above help many business owners, the right approach for you can depend on several details. Your situation may vary based on factors like:

• The type of deliverable you provided and how it's normally reviewed.
• Any approval or acceptance terms already in your contract or messages.
• Local laws or regulations that may define acceptance or rejection.
• Whether the client has used, shared, or relied on your work already.
• Past communication patterns and whether delays are typical for this client.
• The financial impact or urgency of the project for your business.

Every working relationship is different, so consider getting more information from Rocket Copilot, or from a Legal Pro to feel fully confident moving forward.