Creative Approval Workflow Templates: Free RACI, Checklists, and Email Scripts

Managing creative approval workflows in digital advertising can feel like navigating a maze—especially when you’re juggling multiple campaigns, formats, and client stakeholders. Over the years at SizeIM, we’ve realized that the right templates, clear RACI charts, checklists, and standardized scripts don’t just speed things up. They actually empower our teams to focus more on creativity and less on admin chaos. In this post, we’ll get hands‑on with the exact resources you need to take the friction out of creative approval, and make each campaign run smoother—regardless of your agency or in-house team setup.

Why Streamlining Creative Approvals Should Be a Top Priority

If you’ve spent late nights chasing client sign-off or sorting through conflicting feedback, you’re not alone. The cost of unclear workflows is real: missed deadlines, inconsistent branding, client frustration, and creative burnout. We’ve seen that polishing approval processes isn’t just about efficiency—it’s about protecting team energy, margins, and your agency’s reputation.

• Faster turnaround: Clarity on who approves what gets you to market sooner.
• Reduced revision cycles: Standardized feedback keeps everyone in sync.
• Consistency and quality control: Each asset (no matter how many sizes) represents the brand at its best.
• Better morale: When ambiguity disappears, creativity and ownership thrive.

Creative Approval Workflow Templates (Free and Customizable)

There is no one-size-fits-all, but our preferred foundation breaks the process into clear, trackable steps. Here’s how many digital marketing agencies and creative teams structure their approval workflow:

1. Asset submission: Designer delivers the asset via a shared hub or platform (such as SizeIM, project management tool, or shared drive).
2. Internal review: Creative lead (or project manager) checks for quality, guidelines, and compliance before the client ever sees it.
3. Feedback loop: All changes and notes are documented instantly on the shared asset for full version history—no hunting through emails.
4. Stakeholder/client review: Account manager coordinates sharing and collating client feedback.
5. Final sign-off: Once approved, asset is version-locked for production and distributed to the ad ops or publishing team.

Want to adapt this for your team? You’ll find downloadable templates for each workflow step in formats ranging from simple PDFs to more dynamic dashboards on many workflow resources online. Always tailor the steps to match your real-world team structure and client journey.

RACI Matrices: Who Does What, Every Time

We can’t overstate how game-changing a simple RACI (Responsible, Accountable, Consulted, Informed) chart is for digital campaigns. Especially when stakeholders shift between projects, this chart anchors each role at each milestone so nothing gets lost, and no one is left guessing.

You can easily pull fully editable RACI templates from recognized project management and resource sites. Always adjust role columns to reflect your specific agency or in-house team and update as your team changes or grows.

Creative Review and Approval Checklists You Actually Need

Checklists are the “small hinges that swing big doors” in creative quality assurance. We’ve seen major delays and mistakes vanish the moment teams start checking the following every time:

• Is each asset in the correct dimensions and file format for every target network?
• Is the brand kit (logos, approved colors, correct fonts) in use everywhere?
• Are calls to action present, clear, and readable—even in the smallest ad size?
• Have legal, compliance, or mandatory disclaimers been included if required?
• Did all client or internal notes from the last round get addressed?
• Is the final version labeled and ready for seamless download and distribution?

If you want to operationalize brand consistency further, we suggest reading our detailed guide on operationalizing brand consistency across ad networks.

Email Scripts for Every Approval Milestone

Even in the most automated workflows, well-written email scripts keep speed and clarity high. Here are copy-paste templates your team can use and adapt:

Submission for Internal Review

Subject: Creative Asset Ready for Internal Review – [Project Name]

Hi [Creative Lead or Reviewer Name],

The attached [asset name] is ready for your review. Please provide feedback by [due date]. All feedback can go directly into [SizeIM or your tool].

Client Approval Request

Subject: Draft Creative Asset for Approval – [Project Name]

Hi [Client/Stakeholder Name],

Please review the attached asset and let us know your feedback or approval by [date]. Let’s keep things moving!

Revision Cycle Notification

Subject: Creative Asset Revision – [Asset Name, Project Name]

Hi [Designer Name],

Reviewer comments have been added. Please make the required changes and upload the revised file for re-review by [date].

Keep these scripts easily accessible for your team—consistency here is often the difference between tight and messy approval loops.

How SizeIM Makes Approval Workflows Even Smoother

Because ad campaigns today require on-brand assets in a wide range of formats, SizeIM was built specifically to simplify this complexity. Our platform allows you to design once and export into all core ad sizes instantly, without risking inconsistencies between versions. This direction also supercharges your workflow:

• No more manual resizing: Each approved concept adapts perfectly across all display ad requirements.
• Centralized feedback: Reviewers and stakeholders consolidate notes in one place, avoiding lost comments in email chains.
• Immediate download: Once everyone approves, all assets are ready to deploy in minutes without file confusion or rework.

For a deeper dive into how automated resizing and review can slash your error rate and speed up production, we cover a direct comparison in our breakdown of automated vs. manual ad template processes.

Practical Steps: Bringing It All Together

Here’s how we recommend you implement everything covered above in your next campaign cycle:

• Pick your workflow template: Start with a basic framework (asset submission, internal review, revisions, client sign-off) and customize to match your client and campaign flow.
• Assign RACI roles: Use a matrix to confirm every stakeholder’s responsibility per milestone. Keep this chart visible for the team.
• Standardize checklists and scripts: Adapt the checklists and email templates to your agency’s unique challenges. Make these non-negotiable in your process.
• Automate with platforms where possible: Integrate checklists and feedback directly into your approval tools. If you use SizeIM, this is seamlessly built into your production flow.
• Iterate: After each project, quickly review your workflow. Where did delays happen? Who had ambiguous tasks? Adjust templates and RACI as needed.

Resources: Download and Start Automating

You now have the building blocks. Don’t let them gather digital dust! Download a free workflow or RACI template from reputable workflow sites, adapt it to your agency, and integrate it into your next project.

• If you need more inspiration, explore more about creative workflow development for agencies.
• Continue to optimize by reading about review and approval tools & best practices.
• Revisit and reuse your chosen checklists and scripts. They will save more time with each campaign.

The Creative Team’s Secret Weapon

The best creative approval workflow is one your team actually enjoys using. At SizeIM, we believe in practicality—processes that don’t get between designers, managers, and clients but instead bring them closer to a finished product everyone likes and shares. The combination of workflow templates, clear RACI accountability, thorough checklists, and smooth communication scripts will not only minimize friction but also help you scale creativity effectively.

If you want to see how automation and clarity come together for all display ad sizes, try SizeIM for free—no strings, just less chaos and more impactful campaigns. Let’s make approval your favorite part of the process.