Because of the nature of our projects, we do most of our reviews face-to-face. At the end of our review session(s), we summarize the notes taken for changes, and ask (or more to the point, “tell”) the client to initial the appropriate box.

At the end of the project, we don’t hand off the final files until we get signoff. Once again, because we’re dealing with (mostly) local clients, it is easy to do this face-to-face.

Now… when we have a client that isn’t local that gets a little trickier. Generally what we do is exactly what you suggest, scan, email, fax the form back and forth. but once again, each signoff is accompanied with a summary of the changes requested in the review session (even if that review session is virtual).

We do occasionally have a little bit of a problem with clients requesting changes that are outside the scope of work, but generally we handle that with diplomacy and kind words. In 8 years, I’ve only had one client that I really felt like they tried to take advantage of me.

We’re considering the possibility of creating a purely electronic version of the form, but I like having ink-on-paper. Just makes it feel a little more real to the client.

In your case, where you may not have physical media to hand off, that gets a little tricker!

Ok, now I’m really getting curious…

1. How do you ask for sign off? I mean, do you email it to them and say, “please sign line 1-5, we’re holding work until you sign”? Do they have the file up front and they keep faxing versions with more initials as they go?
2. I notice you have a space to mark if there are changes… does the client check that and then send you the changes? Is this a way to ensure a minimal set of revisions? Or do you do changes and check that before sending it to the client and consider all changes to already be complete?

p.s. nice blog.

We’re a video production company and our projects range from about $10,000 up to around $100,000 with a sweet spot somewhere in the middle.

I’ve uploaded a .pdf version of our form over at our blog: http://www.groovylikeamovie.com/blog/?p=42

Let me know if you see any holes/improvements!

I often find myself removing these statements after i’ve written a letter (usually with a lot of help from shane).

Thanks Josh!

I’d probably just say, “I also want to let you know…”

But the overall content is great!