Below are eight emails you can copy and send at each stage of a website review, from asking for feedback to confirming sign-off. Everything in [square brackets] is a made-up example for a fictional client, Harbour Coffee, so swap in your own details.

When to send each one

Email	When to send it	Sent by
1. Request feedback	The day the site is ready to review	Project manager
2. Gentle chase	The working day after the deadline	Project manager
3. Final chase	3 working days after the gentle chase	Project manager or account lead
4. Ask for more detail	Within a day of receiving vague comments	Whoever is triaging the feedback
5. Settle conflicting feedback	As soon as you spot the conflict	Project manager
6. Out-of-scope request	Within 1 or 2 working days of the request	Account lead
7. Request approval	When the final round of changes is done	Project manager
8. Confirm sign-off	The same day approval arrives	Project manager

These timings assume a 5 working day review window, which suits a small to medium site. Allow longer if several people need to review.

1. Request feedback

Tell the client what to look at, what to ignore, where to put comments and when you need them. An open "let us know what you think" invites an open-ended reply.

Subject: Your new website is ready to review - feedback by [Friday 20 November] pleaseHi [Sam],The [Harbour Coffee] website is ready for you to review. This is round [1] of [2].View the site: [https://staging.example.com]Add your feedback: [feedback link]Please look at:- [Spelling, prices and opening hours on every page]- [The wholesale enquiry form]- [How the site looks on your phone]Please ignore for now:- [Placeholder photos on the Team page]For each comment, please tell us which page and which part, what you can see and what you expected instead.Please can you send everything by [5pm on Friday 20 November]? If [Priya] and [Tom] are reviewing too, please agree your comments and have one person send the final list.Thanks,[Your name]

If you use QualityHive for client feedback, the feedback link is your guest link, which needs the Lite plan or above. For a fuller set of instructions to attach, use our guide on how to give website feedback.

2. Gentle chase

Shrink the job. A short list of the most important checks is easier to act on than a reminder of the whole review.

Subject: Quick nudge on your website feedbackHi [Sam],Just checking you've had a chance to look at the [Harbour Coffee] site. We were hoping to have your feedback by [Friday 20 November].If you're short on time, these are the three things we most need you to check:- [Prices and opening hours]- [The wholesale form]- [The homepage text]Could you send your comments by [Tuesday 24 November]? If something is holding you up, let me know and we'll agree a new date.Thanks,[Your name]

3. Final chase

State the effect on the launch date and leave the decision with the client. Keep the tone neutral, since a busy client has not done anything wrong.

Subject: Action needed to keep your [7 December] launch dateHi [Sam],We haven't received your feedback on the [Harbour Coffee] site yet, and I want to make sure your launch isn't affected.If we have your comments by [Friday 27 November], we can still launch on [Monday 7 December].If we don't hear by then, we'll pause the project and book it back in once your feedback arrives. The new launch date will depend on our schedule at that point.If now isn't a good time, that's no problem. Let me know and we'll agree a date that works for you.Thanks,[Your name]

Save countless hours on your projects

Raise tasks in under 3 seconds using our revolutionary widget

4. Ask for more detail

Quote the client's own words and ask a specific question about each. Asking them to "provide more detail" just sends the problem back.

Subject: Two quick questions on your feedbackHi [Sam],Thanks for your feedback. We've started on most of it, and there are [two] points we need a little more detail on before we can make the change.1. "[The homepage looks off]"Which part of the page do you mean, and what would you like to be different?2. "[The form is broken]"Which form did you use, and what happened when you pressed Submit? A screenshot would be perfect.Could you reply by [Wednesday 25 November] so we can include these in this round?Thanks,[Your name]

5. Settle conflicting feedback

Set out each option side by side, give a recommendation with a reason, and make it easy to reply in one line. Send it to your main contact, not to the whole group.

Subject: Two decisions we need on your feedbackHi [Sam],We've been through the feedback on the [Harbour Coffee] site and [two] of the comments pull in different directions. We need one decision on each before we can go ahead.1. [Homepage heading]- [Priya] asked for: [a shorter heading, "Coffee worth the walk"]- [Tom] asked for: [the full heading to stay, with the location added]- Our recommendation: [Priya's shorter version, because the longer one runs to three lines on a phone]2. [Menu page photos]- [Priya] asked for: [no photos]- [Tom] asked for: [a photo of every drink]- Our recommendation: [one photo per category, because it keeps the page quick to scan]As the main contact for this project, could you confirm which option you'd like for each? A reply saying "1: Priya, 2: your recommendation" is all we need.We've gone ahead with everything else. If we hear from you by [Wednesday 25 November], these will be included in this round.Thanks,[Your name]

6. Push back on an out-of-scope change

Be positive about the idea and factual about the scope, then give options. Never start the work and bring up the cost afterwards. If this comes up a lot, read how to manage website revision rounds.

Subject: Your [online table booking] ideaHi [Sam],Thanks for sending over the idea for [online table booking]. It would be a good addition to the site.It wasn't part of the [agreed specification], so it falls outside the current project budget. Here are the options:1. Add it to this project. This would be [£450 plus VAT] and would move launch from [7 December] to [14 December].2. Launch first and add it as a second phase. We'd keep your launch date and quote for it separately in [January].3. Leave it out for now.I'd recommend option [2], so you can launch ahead of [Christmas].Let me know which you'd prefer. We'll carry on with everything else in the meantime.Thanks,[Your name]

7. Request approval

Ask for a specific reply, and only from someone with authority to approve. Find out who that is at kick-off, because the person giving day-to-day feedback may not be the person who can sign off the site.

Subject: Please approve your website for launch by [Thursday 3 December]Hi [Sam],All the changes from round [2] are complete and ready to view at [https://staging.example.com]. With your approval, we'll put the site live on [Monday 7 December].Please take a final look at [the pages that changed: Home, Menu and Wholesale], then reply to this email with one of the following:"Approved" if you're happy for us to launch."Not approved" with the specific items that stop you launching.[Smaller content changes] can still be made after launch through [your support plan]. We only need to hold the launch for anything that's wrong or missing.We need your reply by [5pm on Thursday 3 December] to keep to the launch date.Thanks,[Your name]

8. Confirm sign-off

Send this as soon as approval arrives. It records what was approved, by whom and when, and says what happens to later changes. If the project needs a formal document as well, use this UAT sign-off template.

Subject: Confirmed: [Harbour Coffee] website signed off on [3 December]Hi [Sam],Thanks for approving the [Harbour Coffee] website. I'm confirming the details here so we both have a record.Approved by: [Sam Patel, Managing Director]Approved on: [3 December 2026]What was approved: [the site at https://staging.example.com as of 3 December]Launch date: [Monday 7 December]Next, we will:- [Put the site live on 7 December between 9am and 11am]- [Send your login details the same day]- [Fix any defects reported in the 30 days after launch at no charge]Any other changes from this point will be treated as new work, and we'll quote for them first.Thanks,[Your name]

When it goes wrong

What happened	What to do
The client gave feedback on a call	Write it up the same day and ask them to confirm: "Here is what I took from our call."
Someone other than your main contact sends comments	Thank them, then copy in your main contact and ask them to confirm the comments should be included
The client approves, then asks for more changes	Refer back to email 8 and quote for the work using email 6
Nothing comes back after the final chase	Stop chasing. Confirm in writing that the project is paused and what is needed to restart it
The client disagrees that something is out of scope	Share the line of the specification it relates to and offer a short call
You find a mistake of your own after sign-off	Tell the client and fix it. Do not use the sign-off to avoid it

If you are running formal acceptance testing, these UAT email templates cover invitations, daily updates and test results.

Revolutionise your QA processes

Frequently asked questions

How long should I give a client to review a website?

Five working days is a sensible default for a small to medium site. Allow longer if several people are reviewing or the site is large, and tell the client the dates when you agree the project plan so they can book the time.

How many times should I chase for feedback?

Twice is usually enough: a gentle chase just after the deadline, then a final chase that sets out the effect on the launch date. After that, confirm in writing that the project is paused.

Does an email count as website sign-off?

Often it can, as long as your contract says that written approval includes email. Check what your contract says, and speak to a solicitor if a lot rests on it. This is general guidance and not legal advice.