The verdict in three sentences
The acceptance sign-off is the document that shifts risk from the agency to you: any defect not reported before signature becomes a paid request. On a redesign worth EUR 15,000 excl. VAT, require an acceptance period of 10 to 15 working days, a conformity warranty of 3 to 6 months and a 30 % final payment released only when reservations are cleared. A rushed sign-off costs on average EUR 2,000 to 6,000 in fixes billed outside the warranty in the first year.
What you actually approve when you sign off
The acceptance report records that the delivered site conforms to the specification and the signed quote. There are three possible outcomes: acceptance without reservations, acceptance with reservations (a list of defects to fix within a set deadline), or rejection if blocking issues prevent going live. The distinction between blocking, major and minor defects must be written into the contract, otherwise every defect becomes a negotiation.
Acceptance is prepared before development starts: a test plan with testable scenarios (quote form sent and received in the CRM, mobile load time, rendering on Safari iOS, redirects from old URLs) lets you tick each point objectively.
| Acceptance item | Measurable 2026 criterion | Who tests | Severity if it fails |
|---|---|---|---|
| Forms and contact funnel | 100 % of submissions received in the CRM and by email | Client + agency | Blocking |
| Mobile performance | LCP under 2.5 s on 4G, Lighthouse score above 85 | Agency, checked by client | Major |
| 301 redirects from old URLs | 100 % of indexed URLs redirected, zero 404 on the top 200 | Agency | Blocking if SEO loss |
| Browser compatibility | Chrome, Safari, Firefox, Edge, last 2 versions | Client | Major |
| Accessibility | WCAG level A criteria on main templates | Agency or auditor | Major |
| Content and translations | Zero placeholder text, complete FR and EN pages | Client | Minor to major |
| Back office | Create and publish a page unaided in under 10 min | Client | Major |
Agency contract clauses to lock down
A well-drafted redesign contract sets the acceptance schedule, how reservations are handled and the financial consequences of delay. The benchmarks below reflect practices observed in France in 2026 on projects of EUR 8,000 to 40,000 excl. VAT.
| Clause | Unfavourable practice | Balanced 2026 benchmark | Financial impact on EUR 15,000 |
|---|---|---|---|
| Acceptance period | 5 days, then deemed acceptance | 10 to 15 working days, extendable if blocking reservations | Avoids EUR 2,000 to 6,000 of out-of-warranty fixes |
| Payment schedule | 50 % on order, 50 % on delivery | 30 % order, 40 % milestones, 30 % on clearing reservations | EUR 4,500 held as completion guarantee |
| Conformity warranty | 1 month or none | 3 to 6 months after go-live | Free fixes estimated at EUR 1,500 to 3,000 |
| Late penalties | None | 0.5 % of price per week, capped at 5 to 10 % | Up to EUR 750 to 1,500 |
| Reservation fix deadlines | Not specified | Blocking 48 h, major 5 days, minor 15 days | Launch date held |
| Code and domain ownership | Licence of use, domain in agency's name | Rights assigned on final payment, domain in client's name | Avoids a EUR 3,000 to 12,000 takeover |
| Reversibility | Not covered | Delivery of code, database and access on final payment | Switch agency without loss |
Two points deserve particular care. Deemed acceptance ("failing feedback within 5 days, the site is considered accepted") is legal but dangerous: insist on a realistic deadline and written notice. The conformity warranty covers deviations from the specification, not new features: state in writing that a bug appearing after go-live on an accepted feature remains the agency's responsibility for the agreed period.
Running acceptance in 15 working days
| Phase | Duration | Deliverable | Owner |
|---|---|---|---|
| Agency internal testing | 3 to 5 days before delivery | Test report and staging environment | Agency |
| Client functional testing | 5 to 7 working days | Classified defect log | Client, 2 to 3 testers |
| Fixes | 3 to 5 working days | New version on staging | Agency |
| Fix verification | 2 to 3 working days | List of remaining reservations | Client |
| Sign-off | 1 day | Report with or without reservations | Management |
Plan 15 to 25 hours of internal time on the client side. Appoint a single owner who centralises defects in a shared spreadsheet or ticketing tool, with a screenshot, browser and URL for each issue.
Mini case study
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Thomas, managing director of an industrial services SME in Nantes, signs a EUR 15,000 excl. VAT redesign. The first quote required 50 % on delivery and deemed acceptance within 5 days. After renegotiation: a 12 working day acceptance period, a 30 % final payment (EUR 4,500) on clearing reservations and a 4 month warranty. During testing his team logs 23 defects, 2 of them blocking (quote form not connected to the CRM, 140 old URLs without redirects). Fixed under warranty, they would otherwise have cost about EUR 3,200 excl. VAT in out-of-contract work, or 21 % of the initial budget. Internal time invested: 18 hours, about EUR 900 in loaded salary cost, for a net saving of around EUR 2,300.
FAQ
Can you refuse to sign the acceptance report?
Yes, if blocking defects prevent normal use of the site you can issue a reasoned written rejection. The contract should then provide a new acceptance cycle of 5 to 10 working days after fixes.
What is the difference between a conformity warranty and maintenance?
The warranty, typically 3 to 6 months, fixes deviations from the specification free of charge. Maintenance, usually billed EUR 80 to 400 excl. VAT per month, covers updates, security and small changes.
Do late penalties apply to a web agency?
Yes, if the contract provides for them. A scale of 0.5 % of the price per week capped at 5 to 10 % is considered reasonable, and it does not apply to delays caused by late delivery of your content.
Should you withhold part of the payment?
A 30 % final payment conditional on clearing reservations is the best guarantee: on EUR 15,000 excl. VAT, that is EUR 4,500 that motivates the agency to fix quickly.
What if a reservation is never cleared?
Add a clause allowing a third party to fix it at the agency's expense, or a proportional price reduction, for example 1 to 5 % per major reservation still open after 30 days.
Let's scope your project. Send us your specification or current quote: we price a redesign with a test plan, a 30/40/30 payment schedule and a 6 month warranty, with an indicative budget of EUR 8,000 to 30,000 excl. VAT and a 6 to 12 week timeline. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
