A revision-friendly client document makes feedback specific. Instead of asking someone to review a wall of text, give them labelled sections, a visible version and a clear place to record decisions. The aim is fewer contradictory comments and an easier approval process.

A practical workflow

  1. Divide the document into purpose, deliverables, price, timetable, assumptions and approval. Give items stable names or numbers so comments can refer to the same thing.
  2. Add a version date and list the changes since the previous draft. Keep one current review copy and identify who consolidates feedback.
  3. Ask for decisions rather than vague reactions: approve the scope, confirm the deadline or choose between options. Record the result and unresolved questions before issuing a final copy.

Worked example

Instead of 'please review the quote', write: 'Please confirm items 1–3, the proposed start date and whether option B is required. Send consolidated comments by Friday.' A change log can say 'v2: added a training session; moved delivery to 18 May; price awaiting confirmation.'

What to check before sharing

Do not overwrite an approved version without recording the change. A new scope, fee or deadline should be explicitly reviewed rather than hidden in an updated file.

Should the client edit the proposal directly?

That depends on your review process. Comments or a separate feedback list often preserve a clearer record. Whichever method you choose, agree who produces and approves the final version.