Identify the deliverable or milestone
State exactly what the client reviewed. A specific deliverable or milestone is easier to reference later than a general statement that a project was approved.
Record what was approved
List the work that the client accepted. If several items were reviewed together, name each one or link to the relevant project record where appropriate.
Separate outstanding changes
If anything remains open, list it separately from approved work. This prevents a partial approval from being mistaken for approval of every item.
Record the approval date
Include the date of the approval and, when useful, the person who provided it. Keep the record with the relevant project correspondence or files.
State the next step
Explain what happens after approval: development begins, another milestone starts, an invoice is issued, or the project moves into a new review stage.
Handle changes separately
If a client requests additional work after approval, compare the request with the agreed scope. Document any resulting change to deliverables, price or timeline using your normal change-order process.
Use a consistent process
A repeatable approval format is easier to maintain across projects. Keep the language factual and make clear which items are approved, which are conditional, and which still require a decision.