Define done before review loops become endless.
8 min readWhy "done" needs definition
Without acceptance criteria, every delivery is subjective. The client may keep tweaking because nothing was agreed as final. You keep working because you want to please them. Hours disappear.
Criteria turn subjective taste into a checklist both sides signed off on.
Examples by VA work type
| Work type | Sample acceptance criteria |
|---|---|
| Data entry | 500 rows entered, no blank required fields, spot-check 10 rows |
| Social posts | 10 posts, brand colors, approved copy, scheduled in Buffer |
| Research doc | 20 sources cited, executive summary, delivered as Google Doc |
| Inbox management | Labels applied, VIP rules documented, zero unread over 48h |
Make criteria specific enough to verify, flexible enough to allow reasonable judgment.
Step-by-step
- Draft criteria from the SOW or kickoff notes.
- Send to client for approval before major work starts.
- Include revision limits (e.g., two rounds against these criteria).
- Deliver with a checklist showing each criterion met.
- Treat post-acceptance asks as new scope unless they fix errors you caused.
Sample criteria block
Done means: (1) All 15 product descriptions updated in Shopify, (2) Meta titles under 60 characters, (3) Client spot-check of 3 random products passes, (4) Change log shared in shared drive.
Common mistakes
- Criteria only in your head.
- Subjective words only ("make it pop", "professional feel") with no examples.
- No approval step before production.
- Unlimited revisions after criteria were met.
Final thoughts
Acceptance criteria protect quality and relationships. Clients get predictability. You get a fair finish line.
How Salag helps
- Client Red Flag Checklist. Spot clients who never accept deliverables as done.
- Payment Method Risk Check. Tie payment milestones to accepted criteria.
- Request Clarifier. Turn vague briefs into criteria you can verify.
Move safer. Not faster.
In short
Acceptance criteria define what "done" looks like before you deliver. Write measurable checks the client agrees to upfront. That stops endless "almost there" feedback and gives you a clear finish line for payment and scope.
Common questions
Acceptance criteria define what "done" looks like before you deliver. Write measurable checks the client agrees to upfront. That stops endless "almost there" feedback and gives you a clear finish line for payment and scope.
Write down what you agreed on and what changed. Do not start new work on vague terms.
Use plain English, confirm in writing, and set clear hours. Clients hire you for reliability, not cheap labor.
Put the basics in your agreement or a recap email before billable work starts. Bigger projects need fuller terms.
Stay warm but firm. Offer options inside a clear process, like a change order or a short written recap.
GUARD means: capture facts, compare to your agreement, name tradeoffs, confirm in writing, and save the decision for next time.
Escalate when the same problem repeats: unpaid extras, late approvals plus new asks, or refusal to confirm in writing.
Yes. A clear email with tasks, dates, price, and limits beats a verbal yes every time.
Salag gives you tools and templates so you can set boundaries before small problems grow.
Use written recaps, scope trackers, and Salag tools like agreement builders and scope detectors.
Most recaps take five minutes after a call. That small step saves hours of arguing later.
Yes. Retainers need weekly change logs. Projects need milestone gates. Always compare new asks to written terms.
Pause billable work on unclear items. Send a narrow summary of what you will do. Save their reply either way.