What is the template used for?

A UAT Template documents acceptance criteria, test steps, actual results, and stakeholder sign-off. It creates a reproducible record that links tests to requirements and supports deployment decisions and audit reviews.

Who must sign the template?

Authorized business approvers and the QA lead typically sign. Signatories should be named in governance documents so acceptance is auditable and enforceable under organizational change control processes.

Are electronic signatures valid?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

Do I need notarization or witnesses?

Not usually for UAT acceptance. Notarization and witnesses are required for specific legal instruments; check state notary rules if your acceptance triggers contractual transfers requiring notarized evidence.

How long should I retain signed templates?

Retain signed UAT records for at least three years; longer retention may be required for tax, healthcare, or contractual obligations (see IRC §6501(a) and 45 CFR §164.530(j)).

What if tests fail at sign-off?

Document failures, open defects in your tracker, and define conditional acceptance or rollback criteria. Re-run affected tests after fixes and capture regression evidence before final sign-off.

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User Acceptance Testing Template

User Acceptance Testing Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

USER ACCEPTANCE TESTING TEMPLATE

Project Information

Project Name Client Name Vendor / Supplier Name

Client Project Manager

UAT Lead (Vendor)

Contact Email

Contact Phone

Recitals

WHEREAS, Client Name: has commissioned Vendor Name: to deliver Project Name: pursuant to the underlying agreement effective on .

WHEREAS, the parties desire to define the User Acceptance Testing process, criteria for acceptance, responsibilities for defects, and associated payment and termination provisions so that final acceptance of deliverables may be documented and relied upon by both parties.

NOW, THEREFORE, the parties agree to the terms set forth in this User Acceptance Testing Template, which supplements the underlying agreement and governs the procedures for UAT acceptance.

Scope of Work

Detailed Scope for UAT

UAT Plan & Test Administration

Test Environment

UAT Start Date:

UAT End Date:

Entry Criteria (prerequisites before testing begins) Exit Criteria (conditions for acceptance)

Test Cases (Sample)

Provide test cases below. Record actual results and mark pass or fail. Defects must be logged and prioritized per the defect management procedure.

Test Case 1 ID Description Expected Result Actual Result

Result Pass Fail

Test Case 2 ID Description Expected Result Actual Result

Result Pass Fail

Test Case 3 ID Description Expected Result Actual Result

Result Pass Fail

Acceptance Criteria & Sign-Off Conditions

Acceptance Criteria (Minimum requirements to approve)

Upon satisfaction of the Exit Criteria and Acceptance Criteria, the Client shall issue a written acceptance sign-off identifying the deliverables accepted and any residual open items with agreed remediation timelines.

Payment Terms

Payment Amount for UAT Phase Payment Schedule / Milestones Late Payment Fee

Invoices shall reference the applicable milestone. Overdue amounts shall accrue interest at the rate specified above or, if none, the maximum rate permitted by applicable law. Client may withhold final acceptance and final payment for unresolved defects that materially affect use.

Term and Termination

This UAT Template is effective as of and shall remain in effect until , unless earlier terminated in accordance with the notice provisions below.

Notice Period for Termination

Either party may terminate this UAT process upon material breach by the other party if such breach is not cured within the notice period specified above. Termination shall not relieve either party of obligations accrued prior to termination.

Confidentiality

The parties acknowledge that in connection with UAT they may exchange Confidential Information. Each party agrees to protect such information with the same degree of care it uses to protect its own confidential information but in no event less than reasonable care, and to use Confidential Information solely to perform obligations under this UAT Template.

Mutual Non-Disclosure Applies Yes No

Governing Law

This UAT Template shall be governed by and construed in accordance with the laws of the jurisdiction of without regard to conflict of law principles.

Change Control

Change Request Contact

All changes to scope, test cases, or acceptance criteria must be documented and approved via a written change request signed by authorized representatives of both parties prior to execution of the changed work.

Entire Agreement

This User Acceptance Testing Template, together with the underlying agreement between Client and Vendor, constitutes the entire understanding between the parties with respect to the subject matter herein and supersedes all prior negotiations, representations, or agreements, written or oral, relating to UAT.

Acceptance Certification

By signing below, the signatories certify that they are authorized to bind their respective parties and that the deliverables identified and tested in this document have been reviewed in accordance with the Acceptance Criteria. Acceptance constitutes Client's final approval of the tested deliverables subject to any documented exceptions and agreed remediation.

Client Printed Name:

By:

Date:

Vendor Printed Name:

By:

Date:

What the User Acceptance Testing Template Is

A User Acceptance Testing (UAT) Template is a structured document used to record acceptance criteria, test cases, expected results, and sign-off for a software feature or release. It provides a consistent format for stakeholders to validate that requirements are met, documents test outcomes, and creates an auditable record of acceptance decisions prior to production deployment.

Why a Formal UAT Template Matters

A formal UAT Template reduces ambiguity, documents acceptance decisions, accelerates sign-off, and limits scope creep by tying tests to explicit criteria. It helps teams transfer responsibility from testers to business owners while providing an auditable trail for compliance and release governance.

Who Typically Completes and Signs This Template

Final sign-off signals acceptance by authorized parties and triggers release or deployment according to the project change control process.

Product Owner — Reviews acceptance criteria and confirms business readiness.
QA Lead — Maps test cases to criteria and records execution status.
End-User Representative — Performs or validates tests representing production use.

Core Sections to Include in a Professional UAT Template

A robust template organizes work into clear sections so reviewers can assess readiness quickly and consistently across releases.

Acceptance Criteria

Concise, testable statements that define what 'done' looks like for each feature, including success thresholds or pass/fail rules.

Test Cases

Individual scenarios listing inputs, steps, and expected results that map directly to acceptance criteria for traceability.

Test Data

Specific data sets and environment notes required to reproduce test steps, including credentials, sample records, and boundary values.

Execution Log

A dated record of test runs showing tester name, start/end times, actual results, defects raised, and links to defect tracker entries.

Exit Criteria

Conditions that must be met before sign-off: critical defects resolved, performance thresholds met, and documentation updated.

Sign-off Record

Named approvers with roles, signatures (electronic allowed), and the effective acceptance date to close the testing phase.

Step-by-Step: Complete and Approve the UAT Template

Follow a simple sequence to prepare, execute, and close UAT with clear roles and documentation.

01

Prepare Template: Populate project, scope, and acceptance criteria.
02

Assign Testers: Map each test case to a named tester and schedule.
03

Execute Tests: Run steps, record actual results, and log defects.
04

Sign-off: Authorized stakeholders approve or reject with dated signatures.

UAT Workflow from Template to Release

A typical UAT flow moves the document from setup through execution to archival while capturing evidence at each step.

Upload Template: Store template in the test environment or document repository.
Assign Fields: Link testers, dates, and criteria to each test case.
Invite Reviewers: Notify product owners and stakeholders for scheduled sessions.
Archive Evidence: Save signed templates and logs for audit and release records.

Typical Online Workflow Settings for UAT Templates

Set up workflow controls to enforce signing order, authentication, and retention for the UAT process.

Field	Configuration
Routing	Sequential signer order \| Approvals recorded
Authentication	Email link with optional SMS code
Notifications	Automated email reminders \| Escalation settings
Storage	Encrypted cloud storage \| Audit trail retained

Digital Signing and Platform Requirements

Ensure the platform meets your compliance needs (HIPAA, SOC 2, 21 CFR Part 11) and supports retention and export requirements.

Integrations: Salesforce, NetSuite, Google Workspace
File Formats: PDF, DOCX, HTML
Authentication: Email, SMS, KBA

Typical Timelines and Deadlines for UAT

Plan UAT windows and allow time for defect remediation and regression testing before production release.

Schedule Test Window:

Allocate 1–2 weeks for planned UAT sessions depending on scope.

Execution Window:

Daily test runs and logging; multiple iterations as needed.

Defect Fix Period:

Allow 3–7 business days for critical fixes and verification.

Regression Re-test:

Conduct regression within 1–3 days after fixes are applied.

Final Acceptance:

Sign-off scheduled after all exit criteria are met.

Common Risks if the UAT Template Is Incomplete or Incorrect

Rejected Release: Deployment blocked

Delayed Launch: Launch timelines slip

Increased Costs: Emergency fixes raise spend

Contract Disputes: Acceptance disagreements escalate

Regulatory Exposure: Noncompliance risks increase

Data Integrity Issues: Insufficient evidence for audits

Security and Compliance Considerations for Acceptance Artifacts

Encryption: TLS 1.2/1.3 in transit

At-Rest: AES-256 encryption

Certifications: SOC 2 Type II available

Regulatory: ESIGN and UETA compliant

Healthcare: HIPAA support with BAA

Audit Trail: Detailed signer activity logs

Real-World Examples of Templates in Use

Organizations adapt UAT Templates to their scale and compliance needs; the following examples illustrate practical results.

Optica Ventures

Optica standardized its acceptance records to reduce confusion across stakeholders.

The interface is simple and easy-to-use for our team.
Standardized templates improved cross-team clarity and shortened the approval cycle for new releases, improving customer response times without adding administrative overhead.

Tech Data

Tech Data embedded UAT sign-off into its revenue operations workflow.

Tech Data uses airSlate SignNow to improve our internal and external customer service while increasing our speed to revenue.
The structured process ensured that acceptance gates were consistently enforced, reducing release rollbacks and clarifying escalation paths when defects were found.

Comparison: eSignature Platforms for UAT Sign-off and Records

Platform selection affects cost, compliance, and volume handling; the table compares common vendor criteria with signNow listed first.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no credit card required	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About the UAT Template

Answers to common questions about completion, signatures, proof, and retention for the UAT Template.

Need help? Contact support

What is the template used for?
A UAT Template documents acceptance criteria, test steps, actual results, and stakeholder sign-off. It creates a reproducible record that links tests to requirements and supports deployment decisions and audit reviews.
Who must sign the template?
Authorized business approvers and the QA lead typically sign. Signatories should be named in governance documents so acceptance is auditable and enforceable under organizational change control processes.
Are electronic signatures valid?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
Do I need notarization or witnesses?
Not usually for UAT acceptance. Notarization and witnesses are required for specific legal instruments; check state notary rules if your acceptance triggers contractual transfers requiring notarized evidence.
How long should I retain signed templates?
Retain signed UAT records for at least three years; longer retention may be required for tax, healthcare, or contractual obligations (see IRC §6501(a) and 45 CFR §164.530(j)).
What if tests fail at sign-off?
Document failures, open defects in your tracker, and define conditional acceptance or rollback criteria. Re-run affected tests after fixes and capture regression evidence before final sign-off.

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