Communications and Approval Matrix

Define communication channels, deliverable review paths, response times and authorised approvers.

This Excel template contains prepared working sheets and completion notes on a separate sheet. Enter your project data and review the completed workbook before use.

This editable workbook helps you organise project information. Check any included formulas, assumptions and results before use; it does not replace professional review.

Prepare project brief

The form prepares a separate brief; it does not fill the Word or Excel file.

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Communications and Approval Matrix · Document preview — Selected page preview · XLSX

Learning

How to use this template

When you need it

Prepare this matrix when project communication and document review routes are being established. Update it after organizational or contractual changes so originators know where to send different communication classes and who may approve them.

What it helps you decide

It reduces misrouting and unsupported assumptions about response authority. Teams can plan reviews using the correct timing source and retain evidence that communications reached the parties responsible for the intended action.

How to complete it

Identify communication classes and relevant deliverables, then review distribution rules, approval limits and contractual response periods using the current source documents and authority delegations.
Assign originator, reviewer, approver and required route for each class, recording the timing source rather than inventing a common response period for every transaction.
Check the matrix with affected roles, resolve conflicts between routine communication and formal notices, and establish the evidence needed to demonstrate the required routing.

Who prepares and reviews it

The project coordinator or document-control lead drafts with contracts and functional managers. Delegated authorities confirm review and approval roles; the actual project procedures and contract govern routes and response requirements.

A mistake to avoid

Do not assign approval authority based on seniority or email inclusion alone; confirm the delegation and communication class before relying on a response.

Illustrative example

Illustrative example: technical queries and contractual notices initially share a general mailbox. The matrix distinguishes their actual recipients and routing requirements. The team can then direct each communication correctly and avoid assuming that a technical review channel satisfies the separate notice procedure.

Explore the wider topic

Document contents

Communication classes
Routing
Timing
Evidence

Required inputs

Communication procedures and distribution rules
Authority delegations and approval limits
Deliverable register and contractual response periods

Practical tools.
Professional judgment.

Confirm the adopted edition, local amendments, National Annex where relevant, and contract requirements.