Getting user acceptance testing right can make or break your software project. The final step in this process is the sign-off email that confirms the testing is complete and the software meets requirements. This critical communication serves as the bridge between development and deployment, giving stakeholders confidence that their new system is ready for use.
Many project managers struggle with crafting these important emails. The right sign-off message needs to be clear, professional, and contain all necessary details while staying readable for busy stakeholders. A well-written UAT sign-off email helps prevent misunderstandings and keeps your project moving forward smoothly.
UAT Testing Sign Off Email Samples
These fifteen email templates will help you communicate testing completion effectively with stakeholders across various situations.
1. Standard UAT Sign-Off Email
Subject: UAT Sign-Off Completed for [Project Name]
Dear [Stakeholder Name],
We are pleased to inform you that the User Acceptance Testing for [Project Name] has been completed successfully. The testing team has verified all functions and features according to the requirements document dated [Date].
During the testing phase, we identified 12 issues, all of which have been resolved and verified by the testing team. The system now meets all the acceptance criteria outlined in our test plan.
The testing included: – Core functionality testing – User interface testing – Performance testing – Security testing
Based on these results, we request your formal sign-off to proceed with the deployment scheduled for [Date]. Please reply to this email with your approval or call me directly at [Phone Number] if you have any questions.
Thank you for your support throughout this process.
Best regards, [Your Name]
[Signature block: Name, Title, Company, Contact Information, Company Logo]
2. Detailed Testing Report Sign-Off
Subject: Comprehensive UAT Results and Sign-Off Request – [Project Name]
Hello [Stakeholder Name],
The UAT phase for [Project Name] has now been completed. I’m writing to share the detailed results and request your formal sign-off.
Testing Summary: – Testing Period: [Start Date] to [End Date] – Participants: 8 end-users from [Departments] – Test cases executed: 120 – Pass rate: 98%
The attached report provides full details of all test cases and results. The 2% of test cases that did not pass initially related to minor display issues that have since been fixed and retested successfully.
Key achievements during this UAT phase: – Validated all business requirements – Confirmed system performance under expected user loads – Verified data integrity across all functions
To move forward with the planned go-live date of [Date], we need your formal approval. Please review the attached documentation and respond with your sign-off or any final concerns by [Date].
Thank you for your continued support on this project.
Regards, [Your Name]
[Signature block: Full Name, Professional Title, Department, Company Name, Phone Number, Email Address]
3. Quick Sign-Off for Minor Update
Subject: UAT Sign-Off Needed – Minor Update to [System Name]
Hi [Stakeholder Name],
The team has completed UAT for the recent update to the reporting module in [System Name]. This was a small update that adds the export to PDF feature requested by your team last month.
Testing showed the feature works as expected across all browsers and user permission levels. No bugs or issues were found.
Can you please reply with your approval so we can push this to production this Friday? The update should take less than 30 minutes with no system downtime.
Thanks, [Your Name]
[Signature block: Name, Position, Team/Department, Direct Line, Email]
4. Sign-Off with Outstanding Minor Issues
Subject: UAT Sign-Off Request – [Project Name] with Minor Issues Log
Dear [Stakeholder Name],
We have completed the User Acceptance Testing for [Project Name]. The core functionality meets all the requirements specified in the project scope document.
The testing team has identified 3 minor issues that do not impact the main functionality of the system: 1. Sort function on the reports page works but has a 2-second delay 2. Help text on the advanced search page needs updating 3. Print preview shows extra blank page on some reports
These issues have been logged in our tracking system with ID numbers [List IDs] and scheduled for resolution in the next maintenance update planned for [Date].
Since these issues don’t affect critical functions, we ask for your sign-off to proceed with deployment while we address these items. Please respond with your approval or any questions by [Date].
Thank you for your cooperation.
Sincerely, [Your Name]
[Signature block: Name, Title, Company, Phone, Email, Company Web Address]
5. UAT Sign-Off with Conditional Approval
Subject: Conditional UAT Sign-Off Request for [Project Name]
Dear [Stakeholder Name],
The UAT phase for [Project Name] has been completed with conditional results. The team has tested all primary functions with a 95% success rate.
The system meets most business requirements, with the exception of the automated report scheduling feature. This function passed basic testing but needs additional work to handle high volume scheduling requests.
We propose moving forward with deployment with the following conditions: 1. The report scheduling feature will be limited to 20 scheduled reports per user until the optimization is completed 2. The development team will deliver the optimized feature by [Date] 3. A follow-up UAT will be conducted for this specific feature
All other system functions work as required and are ready for production use. Please review and provide your conditional sign-off by responding to this email by [Date].
Thank you for your flexibility and support.
Best regards, [Your Name]
[Signature block: Full Name, Job Title, Department, Company, Phone, Email, LinkedIn Profile]
6. Technical UAT Sign-Off for IT Department
Subject: Technical UAT Completion and Sign-Off – [System Name]
Dear IT Team Leads,
The technical UAT for [System Name] has been completed. This testing focused on system performance, security, and integration with existing infrastructure.
Test Results: – Load testing: System handles 500 concurrent users with response times under 1.2 seconds – Security testing: All identified vulnerabilities addressed – Database performance: Query optimization complete, all queries execute within defined thresholds – Integration testing: All 8 API endpoints functioning correctly
The system meets all technical requirements specified in the technical design document. The performance exceeds the minimum requirements by 25% on average.
Please review the attached technical testing documentation and provide your sign-off by [Date] so we can proceed with user training and business UAT.
Thanks for your collaboration on this project.
Regards, [Your Name]
[Signature block: Name, Technical Position, Department, Company, Technical Certifications, Contact Information]
7. UAT Sign-Off Following Bug Fixes
Subject: UAT Sign-Off Request – Bug Fixes Completed for [Project Name]
Hello [Stakeholder Name],
We have completed the UAT retest following the bug fixes for [Project Name]. As you know, the initial UAT identified 7 bugs that needed to be addressed before deployment.
The development team has fixed all reported issues, and the testing team has verified each fix. The system now functions according to all acceptance criteria.
Test Results: – All 7 bugs fixed and verified – Regression testing completed with no new issues – End-to-end workflows tested successfully
With these fixes in place, the system is now ready for production deployment. Please provide your formal sign-off by replying to this email by [Date].
Thank you for your patience during this process.
Kind regards, [Your Name]
[Signature block: Name, Role, Project Team, Company, Contact Details]
8. Phased Implementation UAT Sign-Off
Subject: Phase 1 UAT Sign-Off Request – [Project Name]
Dear [Stakeholder Name],
We have successfully completed User Acceptance Testing for Phase 1 of the [Project Name] implementation. This phase included the core modules for [list specific modules].
The testing results show that all Phase 1 functionality meets the business requirements: – 45 test cases executed across all Phase 1 modules – 100% pass rate after final testing round – All critical and high-priority features functioning as specified
Your sign-off is needed to: 1. Confirm Phase 1 meets requirements and is ready for production 2. Allow the team to begin development work on Phase 2
Please review the attached test results summary and provide your approval by replying to this email by [Date].
We look forward to continuing work on the next phase of this project.
Best regards, [Your Name]
[Signature block: Name, Project Manager Title, Department, Company, Phone, Email]
9. UAT Sign-Off with Training Recommendations
Subject: UAT Sign-Off and Training Recommendations – [System Name]
Dear [Stakeholder Name],
The UAT phase for [System Name] has been completed successfully. All functionality has been tested and meets the specified requirements.
During testing, we noticed that users had difficulty with the advanced search features and report customization tools. While these features work correctly, we want to ensure your team gets the most value from them.
Based on these observations, we recommend: 1. Additional training session focused on advanced search techniques 2. Creation of quick reference guides for report customization 3. Follow-up sessions 2 weeks after go-live to address any usage questions
If you agree with these recommendations, we can schedule these sessions before the system goes live on [Date].
Please provide your sign-off on the UAT results and let us know if you would like to proceed with the suggested training plan.
Thank you for your collaboration.
Warm regards, [Your Name]
[Signature block: Name, Role, Training Certification, Company, Contact Information]
10. Multi-department UAT Sign-Off
Subject: Cross-departmental UAT Sign-Off Required – [System Name]
To: [List of Department Heads]
Dear Department Leaders,
The UAT for the new [System Name] has been completed across all departments. This system will replace our current [Legacy System] and will be used by [list departments].
Each department has tested their specific functions: – Finance: AP/AR modules, financial reporting, budget tracking – HR: Employee records, leave management, performance tracking – Operations: Inventory, order processing, scheduling – Sales: Customer accounts, quotations, sales reporting
All departments have reported successful testing results with minor feedback that has been addressed by the development team.
As this system spans multiple departments, we need sign-off from each department head. Please review the test results for your department section in the attached document and reply with your approval by [Date].
Thank you for your department’s participation in this important project.
Best regards, [Your Name]
[Signature block: Name, Enterprise Systems Manager, Company, Contact Information, Project Portal Link]
11. Executive Summary UAT Sign-Off
Subject: Executive UAT Sign-Off for [Project Name]
Dear [Executive Name],
The [Project Name] has completed User Acceptance Testing and is ready for your final approval before launch.
Key Results: – System fully meets the strategic goals outlined in the project charter – ROI metrics on track with projected 18% improvement in processing time – All compliance requirements satisfied – Budget maintained within approved limits
The project team has addressed all concerns raised during the steering committee review last month. The system is scheduled to go live on [Date], pending your sign-off.
The attached one-page executive summary provides an overview of the testing results and business benefits. Please review and provide your approval by [Date].
Thank you for your leadership on this strategic initiative.
Regards, [Your Name]
[Signature block: Name, Senior Position, Department, Company, Executive Assistant Contact, Direct Line]
12. External Client UAT Sign-Off
Subject: Client UAT Sign-Off Request – [Product/System Name]
Dear [Client Name],
Thank you for participating in the User Acceptance Testing for your new [Product/System Name]. Your team has been very helpful in testing the solution we’ve built based on your requirements.
The testing has confirmed that the system: – Processes transactions according to your business rules – Integrates correctly with your existing systems – Provides the reports and dashboards you specified – Meets the performance criteria in our agreement
You reported 5 issues during testing, all of which have been resolved and verified by your testing team lead, [Name].
To move forward with the deployment scheduled for [Date], we need your formal sign-off. Please review the attached client acceptance document and return the signed copy by [Date].
We value your business and look forward to supporting you through the deployment and beyond.
Best regards, [Your Name]
[Signature block: Name, Client Success Manager, Company, Phone, Email, Client Portal URL]
13. UAT Sign-Off for Compliance-Critical System
Subject: Compliance UAT Sign-Off Required – [Regulated System Name]
Dear [Compliance Officer/Stakeholder Name],
The UAT phase for the [Regulated System Name] has been completed with a focus on regulatory compliance requirements. This system will be used for [purpose] and must meet [specific regulations].
The compliance testing included: – Data privacy controls testing – Audit trail verification – Access control testing – Required reporting functionality – Data retention policy implementation
All compliance requirements have been met and documented in the attached Compliance Testing Report. The system is ready for regulatory use pending your sign-off.
Given the compliance-critical nature of this system, your formal approval is required before we can proceed to deployment. Please review the documentation and provide your sign-off by [Date].
Thank you for your attention to this important matter.
Sincerely, [Your Name]
[Signature block: Name, Compliance Role, Professional Certifications, Company, Secure Contact Information]
14. UAT Sign-Off with User Feedback Summary
Subject: UAT Sign-Off Request and User Feedback – [System Name]
Dear [Stakeholder Name],
The UAT for [System Name] has been completed. The system meets all functional requirements and is ready for your sign-off.
We collected valuable feedback from the 15 end-users who participated in testing: – 90% rated the system as “easy to use” – Users particularly liked the new dashboard feature – The mobile access capability received high praise – Some users suggested adding keyboard shortcuts in future updates
This feedback has been documented and the suggested improvements have been added to the feature request log for consideration in the next release.
The system is ready for deployment based on the successful test results. Please provide your approval by replying to this email by [Date].
Thank you for giving your team the opportunity to participate in this testing process.
Kind regards, [Your Name]
[Signature block: Name, Position, User Experience Team, Company, Contact Information]
15. Post-UAT Sign-Off with Go-Live Plan
Subject: UAT Sign-Off and Go-Live Plan – [Project Name]
Dear [Stakeholder Name],
We have successfully completed the User Acceptance Testing for [Project Name]. All test cases have passed and the system meets the business requirements outlined in the project scope.
With your sign-off, we will begin the go-live process with the following timeline: – [Date]: Final data migration – [Date]: System configuration freeze – [Date]: User access setup – [Date]: Go-live day – [Date]: Post-go-live support begins
The support team will be available 24/7 during the first week after go-live to address any issues. We have also scheduled refresher training sessions for your team on [Date].
Please provide your formal sign-off by replying to this email by [Date] so we can proceed with the go-live plan.
Thank you for your support throughout this project.
Best regards, [Your Name]
[Signature block: Name, Implementation Lead, Project Management Office, Company, Emergency Contact Information, Support Ticket System Link]
Wrap-up: UAT Testing Email Samples
Sending a clear, well-structured UAT sign-off email helps ensure all project stakeholders are on the same page before moving to deployment. These email templates give you a starting point that you can adapt to your specific project needs. Make sure to include all relevant details, clearly state what you need from the recipient, and provide any necessary documentation to support your request for sign-off.
The right communication at this critical stage can help prevent misunderstandings and delays, keeping your project on track for successful completion. By using these templates as a guide, you can create professional, thorough UAT sign-off emails that get results.