PostRoom · Beta

A client approval template you can use today.

Copy this request, checklist, and spreadsheet structure to collect a clear decision on social media post copy. Everything below is available without signing up.

1. Send a specific approval request

Use this in an email or client chat. Name the deadline and ask for a decision on each version. A deadline does not turn silence into approval.

Copy the client approval request

Hi [client name],

The next [number] social posts are ready for your review:
[review link or document link]

Please review the exact copy for each Post ID and version by [date, time, time zone]. Check the offer, names, links, tone, and planned date. If there is an image or video, review the separately linked asset too.

For each post, please reply with either:
• Approved: [Post ID], version [number].
• Changes requested: [Post ID], version [number], followed by your specific edits.

A general “looks good” can be hard to match to a particular version. Please identify the post and version in your response. No response means the post stays on hold. If we edit it after approval, we will send the new version for another review.

The planned date is a proposal, not a promise that the post is scheduled. I will move approved content into our publishing workflow after the final check.

Thank you,
[your name]

Select the text and copy it. Replace the square-bracket placeholders before sharing.

2. Check the content before asking for a yes

Do your own factual and editorial checks first. The client then confirms the message, offer, and timing. This checklist is a workflow aid; it does not replace specialist review where a claim needs one.

Copy the social media approval checklist

SOCIAL MEDIA CLIENT APPROVAL CHECKLIST
[ ] Post ID and current version are visible.
[ ] Client, channel, and intended audience are correct.
[ ] Names, spelling, claims, prices, dates, links, and offer details have been checked.
[ ] Post tone and call to action match the agreed brief.
[ ] Any image/video has been reviewed separately, including usage permission and its match to the copy.
[ ] Planned date, time, and time zone are clear.
[ ] Reviewer has authority to approve this content.
[ ] Decision names this exact Post ID and version.
[ ] Requested changes are resolved; changed copy has a fresh approval.
[ ] Reviewer name and approval time are recorded.
[ ] Only approved, unchanged versions move into the publishing workflow.

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3. Keep a row for each post version

Create a blank sheet in Excel or Google Sheets. Copy this tab-separated header line and paste it into cell A1. Keep the exact copy in its row; a link to a document that keeps changing is not a reliable record of what was approved.

Spreadsheet headers: paste into A1

Post ID	Client	Channel	Exact post copy	Planned date	Time zone	Current version	Reviewer	Decision	Feedback	Approved version	Approval time	Publish-ready

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Manual approval tracker fields
Columns	What to record
A–C: Post ID, Client, Channel	Give the post a stable reference, such as CED-004. Keep it when the version changes.
D: Exact post copy	Store the complete copy being reviewed. Keep any media reference separately with an equally clear version.
E–F: Planned date, Time zone	Use an explicit date/time and time zone. This is a plan, not proof of scheduling.
G: Current version	Use a version number. Increment it whenever reviewed content changes.
H: Reviewer	Record the person responsible for the decision. Confirm their approval authority yourself.
I–J: Decision, Feedback	Use Draft, In review, Changes requested, or Approved. Keep specific change requests here.
K–L: Approved version, Approval time	Record which version was approved and when, including a time zone. Leave these blank until approval.
M: Publish-ready	Use Ready only when this row has an approval for its unchanged current version.

Optional: put this formula in M2 and fill it down. It expects the column order above and flags an approval only when the current and approved versions match, a reviewer is present, and an approval time is recorded. Some spreadsheet locales use semicolons instead of commas.

Optional Publish-ready formula for M2

=IF(AND(I2="Approved",G2=K2,H2<>"",L2<>""),"Ready","Hold")

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The formula cannot detect edits made without a version change. Protect approved rows from casual edits, preserve the original decision message, and check the exact copy again before publishing.

4. See a completed fictional example

Cedar Studio, Alex, the copy, and dates below are invented to show the format. This is not a customer testimonial. Paste the row under the header if you want a practice example.

Fictional example row: paste into A2

CED-004	Cedar Studio (fictional)	LinkedIn	Our studio open day is this Saturday. Drop in between 10 am and 2 pm to meet the team and see our latest work.	2026-10-08 10:00	UTC	3	Alex (fictional)	Approved		3	2026-10-07 14:20 UTC	Ready

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Suppose the client changes “2 pm” to “3 pm” after approving version 3. Keep the approved version 3 row as history. Create version 4 with the revised copy, mark it In review, and leave its Approved version and Approval time blank. Version 4 stays on hold until the client approves that exact revision.

Move only the approved version into your scheduler

Filter the tracker to Publish-ready = Ready, then check the selected rows against the latest client decisions. Copy or export those rows into your usual publishing tool. If your sheet contains older versions, select only the latest intended version for each Post ID. An approved historical row is not automatically the version to publish next.

Keep a separate record of publication status or the final post URL after you publish. Approval and publication are different events.

Prefer a review link to spreadsheet replies?

PostRoom gives you a room for post copy, a link where a client can approve or request changes without an account, and CSV export of approved drafts. Editing a draft resets its approval. Review links expire after seven days and can be revoked or replaced.

The free workspace includes 1 client room and 10 stored drafts, with no payment card required. These are storage limits, not monthly credits. The sheet above remains useful on its own; you do not need PostRoom to use it.

Create a free review room →

PostRoom manages text approval. It does not generate images, schedule posts, or publish to social networks. Planned dates are notes. Review-link names are self-reported; anyone with the link can review submitted content. Keep the link with the intended reviewer.

Questions that come up during client review

Does “looks good” count as approval?

Ask the reviewer to identify the Post ID and version. If the message is ambiguous, keep the post on hold and clarify before publishing.

Should I resend after a small edit?

Yes, if the approved content changes. A new version makes it clear that the previous decision applied to different copy. Agree with the client who handles review when the usual approver is unavailable.

Does this template import into PostRoom?

No. The spreadsheet columns are for a manual workflow, not a supported import format. You can copy the post text into a PostRoom draft. Its approved-content CSV export has its own column format.

Related: Free workspace limits · Approval workflow for your own agent