Responding to Sign-offs

When you're requested to sign off on a document, here's how to review and respond.

Finding Sign-off Requests

Dashboard Notifications

1. Look for the notification bell icon
2. Sign-off requests appear as notifications
3. Click to go directly to the document

Documents List

1. Navigate to Dashboard > Documents
2. Documents needing your sign-off may be highlighted
3. Check the sign-off status column

Direct Link

You may receive a direct link via email or chat from the document author.

Reviewing the Document

Read Thoroughly

• Read the entire document
• Understand the context
• Consider the implications

Check Key Sections

For different document types:

ADR:

• Is the context clear?
• Are options well-evaluated?
• Is the decision justified?
• Are consequences considered?

RFC:

• Is the motivation compelling?
• Is the design sound?
• Are alternatives considered?
• Is the implementation plan realistic?

Design Doc:

• Is the design complete?
• Are edge cases addressed?
• Is security considered?
• Is the approach scalable?

Use Comments

If you have questions or suggestions:

1. Add comments on specific sections
2. Use inline comments for precise feedback
3. Start a discussion before deciding

Responding to the Request

Accepting

If you approve the document:

1. Find the sign-off section
2. Locate your entry (showing "Pending")
3. Click Accept or the ✅ button
4. Optionally add a comment
5. Confirm your approval

Your sign-off status changes to Accepted ✅

Rejecting

If the document needs changes:

1. Find the sign-off section
2. Locate your entry
3. Click Reject or the ❌ button
4. Add a comment explaining why (recommended)
5. Confirm your rejection

Your sign-off status changes to Rejected ❌

What Happens After

After Accepting

• Your approval is recorded
• The author sees your acceptance
• Progress toward full approval increases

After Rejecting

• Your rejection is recorded with comments
• The author is notified
• They can make changes and republish
• When republished, rejected sign-offs reset to Pending

Writing Good Feedback

When Accepting

Even when approving, feedback is valuable:

• "LGTM - great analysis of the options."
• "Approved. Minor suggestion: consider adding monitoring section."
• "Looks good! This aligns well with our architecture."

When Rejecting

Be constructive and specific:

Good:

• "Please add a rollback plan in case of deployment issues."
• "The security implications of this approach need more analysis. Consider adding a threat model."
• "Missing performance benchmarks. How does this scale to 10x current load?"

Avoid:

• "No." (not helpful)
• "This doesn't work." (not specific)
• "Start over." (not constructive)

Best Practices

Respond Promptly

• Review within a reasonable timeframe
• Don't block progress unnecessarily
• If you need more time, let the author know

Be Thorough

• Read the entire document
• Consider all aspects
• Check for completeness

Be Constructive

• Provide actionable feedback
• Suggest improvements, not just problems
• Acknowledge good work

Be Professional

• Keep feedback objective
• Focus on the content, not the person
• Maintain a collaborative tone

Changing Your Response

Can I Change My Mind?

Once submitted, your response is recorded. However:

• If the document is republished, rejected sign-offs reset
• You can accept a document you previously rejected
• Contact the author if you need to discuss

After Changes Are Made

When the author makes changes and republishes:

• Rejected sign-offs reset to Pending
• You'll need to review again
• You can then accept or reject the updated version

Sign-off Etiquette

Do

• ✅ Review thoroughly before responding
• ✅ Provide helpful comments
• ✅ Respond in a timely manner
• ✅ Ask questions if unclear
• ✅ Be respectful and professional

Don't

• ❌ Reject without explanation
• ❌ Rubber-stamp without reading
• ❌ Ignore sign-off requests
• ❌ Be unnecessarily harsh
• ❌ Block for minor issues