Securing user acceptance testing (UAT) sign-off needs the right approach. The final approval should balance professionalism with strong stakeholder relationships. A properly written email makes securing that final approval much easier.
Each project comes with specific needs and testing scenarios. Having ready-to-use email templates speeds up the process while keeping messages clear and effective. These 20 proven email samples will help you get results.
UAT Testing Sign Off Email Samples
Use these email templates to secure UAT sign-off quickly and professionally.
1. Basic UAT Sign-Off Request
Subject: UAT Sign-Off Request – [Project Name] v2.0
Dear [Stakeholder Name],
The UAT phase for [Project Name] v2.0 has been successfully completed. All test cases have passed according to the acceptance criteria, and the reported issues have been fixed and verified.
Here’s a quick summary: – Total test cases: 156 – Pass rate: 100% – Critical issues: 0 outstanding – Minor issues: 0 outstanding – UAT duration: 2 weeks
Please review the attached test results and provide your formal sign-off by responding to this email. Your approval will allow us to proceed with the production deployment scheduled for [date].
Best regards,
[Your name]
[Your title]
2. Detailed Test Results Sign-Off Request
Subject: UAT Completion – [System Name] Sign-Off Required
Dear [Stakeholder Name],
The UAT testing cycle for [System Name] has concluded with positive results. The testing team has thoroughly validated all functionality based on the provided test scenarios.
Key achievements: – Completed 200+ test cases across 8 modules – Fixed and retested 12 reported issues – Validated all business rules and calculations – Confirmed data integrity and system performance
The full test report and bug-fix verification documents are attached. Please review and provide your sign-off to confirm the system meets your business requirements.
Thank you for your time and support.
Regards,
[Your name]
[Your position]
3. Conditional Sign-Off Request
Subject: UAT Sign-Off Request with Minor Known Issues – [Project Name]
Dear [Stakeholder Name],
We have finished UAT for [Project Name]. While most features work as expected, we’ve identified three minor issues that don’t affect core functionality. These will be addressed in the next update.
Current status: – Core features: 100% passed – Integration tests: 100% passed – Performance tests: Met all targets – Known issues: 3 minor (details attached)
Please provide your conditional sign-off if you agree to proceed with deployment while we work on resolving these minor issues in the next release.
Kind regards,
[Your name]
[Department]
4. Phased Implementation Sign-Off
Subject: Phase 1 UAT Sign-Off Request – [Product Name]
Dear [Stakeholder Name],
Phase 1 of [Product Name] has completed UAT successfully. All primary features planned for this phase have passed testing and meet the agreed requirements.
Phase 1 completion highlights: – User management module: Completed – Basic reporting: Implemented – Data import/export: Verified – Security protocols: Tested and approved
Your sign-off will green-light the deployment of Phase 1 features while we begin work on Phase 2. Please reply with your approval.
Thanks,
[Your name]
[Title]
5. Urgent Sign-Off Request
Subject: URGENT: UAT Sign-Off Needed Today – [System Name]
Dear [Stakeholder Name],
The UAT phase for [System Name] has finished successfully. We need your sign-off today to meet our planned release schedule for tomorrow morning.
Quick status: – All critical paths tested – Zero blocking issues – Performance metrics within targets – Security testing passed
Please review the attached results and respond with your approval as soon as possible. Let me know if you need any clarification.
Best regards,
[Your name]
[Position]
6. Multi-stakeholder Sign-Off Request
Subject: Final UAT Sign-Off Required – [Application Name]
Dear Stakeholders,
[Application Name] has passed all UAT criteria and needs final approval from each department head. The testing phase showed excellent results across all modules.
Testing overview: – Finance module: 100% passed – HR module: 100% passed – Operations module: 100% passed – Reporting module: 100% passed
Each department head, please reply with your approval for your respective modules. This will complete our UAT phase.
Regards, [Your name] [Title]
7. Post-Fix Verification Sign-Off
Subject: Re-testing Sign-Off Request – [Project Name] Bug Fixes
Dear [Stakeholder Name],
We have addressed all issues found during initial UAT. The fixes have been tested and verified in the test environment.
Fixed items: – Login timeout issue – Report formatting errors – Data sync delays – Export function bugs
Please test these fixes and provide your sign-off so we can move forward with the deployment.
Best regards, [Your name] [Department]
8. Performance Testing Sign-Off
Subject: Performance Testing UAT Sign-Off – [System Name]
Dear [Stakeholder Name],
The performance testing phase of [System Name] has finished. Results show the system performs well under expected load conditions.
Key metrics: – Response time: Under 2 seconds – Concurrent users: 500+ supported – Database queries: Optimized – Resource usage: Within limits
Please review the detailed performance report attached and provide your sign-off for this testing phase.
Regards, [Your name] [Position]
9. Integration Testing Sign-Off
Subject: Integration Testing Sign-Off Required – [Project Name]
Dear [Stakeholder Name],
The integration testing between [System A] and [System B] has finished successfully. All data flows and system interactions work as specified.
Testing covered: – Data synchronization – API responses – Error handling – Failover scenarios
Your sign-off will confirm these integrations meet business requirements. Please review and respond with your approval.
Thanks, [Your name] [Title]
10. Security Testing Sign-Off
Subject: Security Testing UAT Sign-Off – [Application Name]
Dear [Stakeholder Name],
Security testing for [Application Name] has finished. All security measures have been tested and meet our standards.
Security features verified: – Access controls – Data encryption – Password policies – Audit logging
Please review the security test results and provide your sign-off on these features.
Best regards, [Your name] [Security Team]
11. Mobile App UAT Sign-Off
Subject: Mobile App UAT Sign-Off Request – [App Name] v3.0
Dear [Stakeholder Name],
UAT for [App Name] v3.0 has finished on both iOS and Android platforms. All features work consistently across devices.
Testing coverage: – Different screen sizes – OS versions – Offline functionality – Push notifications
Your approval will allow us to submit the app to the respective app stores. Please provide your sign-off.
Regards, [Your name] [Mobile Team]
12. Data Migration UAT Sign-Off
Subject: Data Migration UAT Sign-Off Needed – [Project Name]
Dear [Stakeholder Name],
The data migration testing phase has finished successfully. All data has been verified in the new system.
Migration results: – Records migrated: 1M+ – Data accuracy: 100% – Missing data: None – Data mapping: Verified
Please review the migration report and provide your sign-off to proceed with the final migration.
Best regards, [Your name] [Data Team]
13. Regulatory Compliance Sign-Off
Subject: Compliance Testing Sign-Off Request – [System Name]
Dear [Stakeholder Name],
Compliance testing for [System Name] has finished. All regulatory requirements have been tested and validated.
Compliance areas tested: – Data privacy – Regulatory reporting – Audit trails – Access controls
Please review and provide your sign-off on compliance readiness.
Regards, [Your name] [Compliance Team]
14. User Interface Testing Sign-Off
Subject: UI Testing Sign-Off Required – [Product Name]
Dear [Stakeholder Name],
UI testing for [Product Name] has finished. All interface elements have been tested across browsers and devices.
UI testing covered: – Layout consistency – Responsive design – Accessibility features – Browser compatibility
Please review the UI test results and provide your sign-off.
Best,
[Your name]
[UI Team]
15. Beta Testing Sign-Off
Subject: Beta Testing Completion Sign-Off – [Product Name]
Dear [Stakeholder Name],
The beta testing phase for [Product Name] has finished. User feedback has been positive and all reported issues have been addressed.
Beta testing results: – Users involved: 100 – Issues reported: 15 – Issues fixed: 15 – User satisfaction: 92%
Please review the beta testing report and provide your sign-off.
Thanks,
[Your name]
[Product Team]
16. Localization Testing Sign-Off
Subject: Localization UAT Sign-Off – [Product Name]
Dear [Stakeholder Name],
Localization testing has finished for all target languages. All content has been verified by native speakers.
Testing covered: – UI translations – Date formats – Currency displays – Regional settings
Please review and provide your sign-off on the localization testing results.
Regards,
[Your name]
[Localization Team]
17. API Testing Sign-Off
Subject: API Testing Sign-Off Request – [Service Name]
Dear [Stakeholder Name],
API testing for [Service Name] has finished. All endpoints work as specified in the documentation.
Testing verified: – Response formats – Error handling – Rate limiting – Authentication
Please review the API test results and provide your sign-off.
Best regards,
[Your name]
[API Team]
18. Database Testing Sign-Off
Subject: Database Testing Sign-Off Required – [Project Name]
Dear [Stakeholder Name],
Database testing has finished successfully. All data operations and storage procedures work as expected.
Areas tested: – CRUD operations – Data integrity – Backup procedures – Recovery processes
Please review the database test results and provide your sign-off.
Thanks,
[Your name]
[Database Team]
19. Payment Gateway Testing Sign-Off
Subject: Payment Gateway UAT Sign-Off – [System Name]
Dear
[Stakeholder Name],
Payment gateway testing has finished. All transaction types have been verified in the test environment.
Testing covered: – Payment processing – Refund handling – Error scenarios – Transaction logging
Please review and provide your sign-off on payment functionality.
Best regards,
[Your name]
[Payments Team]
20. Final System Testing Sign-Off
Subject: Final System Testing Sign-Off – [Project Name]
Dear [Stakeholder Name],
The final system testing phase has finished. All components work together smoothly as a complete system.
Testing confirmed: – System stability – Feature completeness – Performance targets – User workflows
Please provide your final sign-off to approve the system for production deployment.
Regards,
[Your name]
[System Test Team]
Final Thoughts: Sign-Off Email Templates
These email templates offer solid starting points for requesting UAT sign-off. Change them based on your project needs, keeping the tone professional while stating what stakeholders need to provide. Good communication helps get quick approvals and keeps projects on track.