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Agency content approval checklist and RACI sheet

A one-page worksheet for agencies and freelancers who need a client to approve social posts. Name the author, internal reviewer, client approver and handoff owner, agree the version and due dates, then print it or download it as CSV.

No login. Your entries stay in this tab and are not sent to a server or saved. The worksheet records who should decide; it does not record or enforce an actual approval.

Approval package

Use the same label on every file and message, and change it whenever the content changes.

Who does what

Autumn menu week · v2

Harbour Lane Bakery (fictional)
Client approval due
2026-11-04
Final handoff
2026-11-05
Time zone
Europe/London

Responsibility (RACI) sheet

R does the work, A owns the decision (one per step), A/R owns and does it, C is consulted before, I is informed after.
StepAccount lead: Priya (account lead)Author: Tom (writer)Internal reviewer: Ana (editor)Client approver: Owner, Harbour LaneHandoff owner: Sam (scheduling)
Confirm brief and datesAudience, goal, platforms, client due date and handoff date are written down.A/RIC
Draft copy and assetsPlatform-specific text, assets, alt text, sources and permissions are gathered.ARC
Internal reviewFacts, names, links, accessibility text and brand rules are checked on the full post.ACR
Send a numbered version to the clientOne labelled version with the due date and what feedback is needed.A/RII
Client decision on that versionApprove, or request changes, for the exact version sent.CIA/R
Apply changes as a new versionChanges create a new version label; changed content goes back through review.ARCI
Final handoffApproved text, assets, link, platform, intended date and time zone go to the person scheduling.AIIR
Check the outcomeConfirm what actually appeared; investigate unknown outcomes before any retry.AIR

Approval checklist

Before the client sees it
Client approval record
Final handoff

Ticking a box here is a personal note for this tab; it is not saved and is not an approval record.

Worked example: an agency approval week

This fictional example shows how a small agency could use the worksheet. The bakery, people and dates are invented to illustrate the process; they are not a customer story or observed results.

Monday: brief and dates

Priya, the account lead, confirms the autumn menu week with the bakery owner: three posts, Instagram and Facebook, client approval due Wednesday 4 November, handoff Thursday 5 November, all times in Europe/London. She plans the posts in the free calendar planner and exports the CSV as the shared list of posts.

Tuesday: draft and internal review

Tom writes the captions and gathers the bakery’s own photos, noting that one photo shows a staff member who has agreed to appear. Ana checks prices against the current menu, tests the booking link and drafts alt text. The batch is labelled v1.

Wednesday: client decision

Priya sends v1 with the due date and a clear request: approve, or list changes. The owner asks to change one price, so Tom creates v2 and Ana reviews the changed post again. The owner approves v2 by reply, and Priya records the version, approver and date in the agency’s own project record.

Thursday: handoff

Sam receives the approved v2 text, the photo files, the link, the platform and the intended local times. When a later edit is suggested, it goes back to the owner instead of being changed quietly before delivery.

The calendar answers what and when. This worksheet answers who decides and which version. The calendar guide’s review section explains the Idea → Draft → Ready → Approved steps in more detail.

Worksheet, demo and live software are different things

QuestionThis worksheetPostifyNow demoLive publishing
What it isA printable plan of roles, versions and checks.The product workflow on sample data with simulated deliveries.Sending posts to connected social accounts.
ApprovalNames who should approve. Does not record or enforce it.Approval of an exact revision is enforced before scheduling.—
AvailabilityFree, no account.Free to explore without connecting an account.Not available in PostifyNow yet.

To see enforced approval on sample data, open the deterministic demo or read how the publishing approval workflow is designed.