Prepared with AI assistance and reviewed against our product and the sources below. Examples are illustrative, not customer results.
Ask for a decision on specific text by a specific time
A useful client approval request says what is ready, where to review it, what the client should check, how to respond and when a decision is needed. It also explains what happens to undecided posts. “Thoughts?” invites a conversation; “Please approve or request changes on D01-D04” asks for an actionable decision.
The email below is for the first request in a content batch, not a late-payment or missed-deadline escalation. Adapt the scope and timing to the process already agreed with the client. Do not introduce a surprise turnaround requirement just because your publishing date is close.
Copy this first-request email
Replace every bracketed field before sending. Use a client-specific review link and retain any draft labels that help connect a decision to the text. If a link opens the entire batch rather than a single draft, say so instead of pretending you have individual deep links.
Worksheet or example — select and copy
Subject: [Campaign]: [number] captions ready for your decision by [date] Hi [name], The [campaign or batch] captions are ready here: [review link]. Please review [draft IDs or clear titles] and approve each current draft or request changes by [day, date, time and time zone]. For this batch, please check: • [Specific client-owned fact or offer detail] • [Voice or message decision] • [Destination or intended action] If a draft needs a change, please identify the draft and the wording or fact that should change. If something is missing from the brief, flag that rather than approving it provisionally. [Explain any separate visual review, if relevant.] I will revise the affected drafts and send the updated text for a fresh decision. Posts without a clear approval will stay out of the publishing handoff. If this deadline is not workable, please let me know so we can adjust the plan. Thank you, [Name]
A fictional completed request
This example is fictional. Rowan manages social copy for Willow Workshop, and Mira is the agreed client decision maker. Their separate asset review has already been arranged. These dates are illustrative rather than a recommended universal turnaround.
Worksheet or example — select and copy
Subject: Autumn workshop captions: four decisions needed by Thursday Hi Mira, The autumn workshop captions are in the client review room: [insert Willow review link]. The link opens the batch; please look for D01 “Meet the makers,” D02 “Inside the studio,” D03 “Saturday workshop,” and D04 “What to bring.” Please approve each caption or request changes by Thursday 8 October, 16:00 IST. Please confirm the Saturday start time in D03 and the materials list in D04. For D01-D02, the main decision is whether the introductions sound like Willow. This request covers caption text. The images have a separate design review. If the wording needs a change, add the draft label and the specific change beside that draft. I will bring revised text back for approval. Anything still awaiting a decision will stay out of Friday’s publishing handoff. If Thursday is difficult, tell me and we can adjust the plan. Thanks, Rowan
Why each part is there
The subject identifies both the work and the action. The opening names the exact drafts, avoiding “approve the new ones” when old and new work share a room. The check list directs Mira to facts Rowan cannot independently confirm. The deadline includes a time zone so the two people can act on the same cutoff.
The last paragraph makes uncertainty explicit. It does not treat silence as consent or imply that a missed deadline permits publishing. If your client has a different documented process, explain the applicable next step clearly. Do not create approval terms inside an ordinary reminder without discussing them.
Make feedback easy without dictating taste
For a factual correction, ask for the replacement fact and its source. For a tone objection, ask which phrase feels wrong and what a better direction would sound like. If the client wants a different campaign goal, pause and revisit the brief rather than repeatedly rewriting a caption against a moving target.
Avoid asking the reviewer to rewrite every post. A response such as “D02: request changes; the opening feels too formal; use the conversational tone from our studio introduction” is enough direction to work from. By contrast, “not quite” needs clarification before another draft is useful.
Keep the request and the decision connected
An email can introduce the batch while the actual decisions remain beside the drafts. In PostRoom, clients can review shared text without creating an account, and editing a draft requires a fresh approval. Treat the review link as access to the room: share it with the intended reviewer rather than placing it in a public post.
Before sending, open the intended batch, confirm the draft labels and check that the request does not include placeholders. A polished template is useful only when it points to the right work and asks a real person for a decision they can make.