When client feedback is late: what to say and what to record

Agree the feedback process before it is late

Name the approver, ask for one consolidated set of comments, and record the feedback date beside the delivery date it supports. Also agree what happens if an input is late. Silence is not approval unless you and the client have expressly agreed that process, and a missed feedback date does not automatically rewrite every later deadline.

Dependencies make the schedule legible. “Client feedback by Tuesday for Friday delivery” is useful. “Feedback soon” is a small cloud of future trouble.

A worked example

Feedback is due Tuesday and final delivery is planned for Friday. Tuesday passes with no comments. On Wednesday, ask for a revised feedback date. When the client replies, check your capacity before confirming a new delivery date. Do not promise Friday out of politeness if Thursday feedback makes Friday impossible.

Three short messages to adapt

Subject: Feedback check-in — [project]

Hi [name],

A quick check-in on the consolidated feedback for [project], which was due on [date]. When do you expect it will be ready?

Once I have the feedback, I will check my current capacity and confirm the achievable delivery date.

Thanks,
[your name]

Subject: Revised timing — [project]

Hi [name],

Thanks for confirming feedback will arrive on [new feedback date]. Based on my current schedule, I can complete the agreed revisions by [new delivery date].

Please confirm that the revised feedback and delivery dates work for you.

Thanks,
[your name]

Subject: Proposed project pause — [project]

Hi [name],

I am still waiting for the agreed feedback for [project]. To keep the schedule clear, I propose pausing the project from [date]. When the consolidated feedback is ready, I will confirm the next available delivery date before work resumes.

Please reply to confirm whether you agree to the pause, or suggest another arrangement.

Thanks,
[your name]

A pause is a proposal, not a unilateral punishment. Ask the client to agree it. Do not add surprise fees, threats or legal conclusions to make the email sound firmer.

Keep the invoice trigger separate

Invoice according to the milestone you agreed, not merely because the client went quiet. If invoicing depends on approval, ask for approval. If it depends on delivery and delivery happened, follow that term. If the agreement is unclear, clarify it with the client rather than manufacturing a trigger after the fact.

What to keep with the job

• The version or link awaiting feedback.
• The named approver and who is consolidating comments.
• The requested feedback date and actual response date.
• The current status: waiting, feedback received, paused or resumed.
• The next action, owner and agreed date.

That record lets you restart without reconstructing a month of messages. DUE can keep the dates and next action with the job, but it does not decide that silence is approval or change a client deadline on your behalf.