Delivery acceptance form: a free template with the fields that matter.

What is a delivery acceptance form

The acceptance form is the record that the client received a deliverable and agreed that it meets what was agreed. It closes a project stage, and is often what releases billing for the next installment. Without it, the conversation "I thought it wasn't ready" shows up right when it's time to get paid.

The form doesn't need to be long. It needs to be clear on four points: what was delivered, what was agreed as the definition of done, what remains pending and who approved, with a date.

How to fill it in, field by field

Step by step to use the form

1. Define the criteria before you start. Write in the scope what "done" means. At acceptance time, the form just repeats what was agreed.
2. Send it along with the deliverable. The client receives the material and the form in the same email or link, with the deadline to respond.
3. List the reservations. If the client points out adjustments, record each one with a due date. A partial acceptance is better than a dispute with no record.
4. Keep the form with the project. When the contract is reviewed or a question comes up, the document has to be one click away.
5. Avoid a single form at the end. One acceptance per stage avoids finding out at final delivery that the client never approved the layout.

Common mistakes

• Verbal acceptance. "It's great" on a call proves nothing three months from now.
• A vague criterion. If "done" isn't verifiable, the client can always ask for more.
• A form with no date. Without the date, you can't count the response deadline or the warranty period.
• Asking for acceptance from someone who doesn't decide. Check who can approve, which the project brief already records in the approvers block.

When the template isn't enough

The acceptance form records the approval of a deliverable, but it doesn't replace the contract. Clauses on penalties, warranty, intellectual property and termination call for a lawyer's review, and Tasskee doesn't provide legal advice. The template is a starting point for organizing the information, not a ready-made legal text.

To follow what happens between one deliverable and the next, use the weekly status report.

How to collect acceptance in Tasskee

Forms (Pro plan) can create a task or ticket, or collect a signed acceptance. The signature is a simple electronic signature and records the signer's name, IP, date and time, and a content verification code, the SHA-256 hash. It is not ICP-Brasil (Brazil's official digital certificate standard): if the contract requires a digital certificate, use a specific service for that.

1. Create an acceptance form with the template's fields: deliverable, criteria, reservations and the acceptance text.
2. Send the link to the client's approver at the end of each deliverable.
3. Follow the form responses and, with the acceptance in hand, mark the stage as completed in the project.
4. If the client follows along through the guest portal, they also comment and approve there, without taking up a seat on the plan.
5. For projects billed by the hour, acceptance pairs well with the client closing statement: the closing statement gathers the hours up to the cutoff date, and the form records that the client approved what was delivered.

See other templates for the client relationship in the free templates hub.