How to Accept AI Video Deliveries: A Checklist from Visual Consistency to Version Files

To accept and approve an AI video delivery, first pull out the confirmed specifications and file checklist, then check them item by item. You should not just watch it once and think "it looks good," nor should you wait until the final sign-off to add new requirements. It is recommended to review in three passes: the first pass checks whether the content is clearly communicated, the second pass locates video and audio issues, and the third pass verifies the actual files and versions.

The VQOS Delivery and Acceptance Template is used for negotiation and filling out details; it is not an accepted order by itself. This article supplements specific inspection methods and how to leave actionable issue records for you to use according to your project needs.

Pass 1: Check Whether the Audience Can Understand It First

Watch from beginning to end at normal speed without pausing. Record three issues: whether the focus of the product or story is clear, whether key information is overshadowed by the pacing, and whether the ending action aligns with the confirmed goal.

Product demonstrations also require fact-checking: whether functions, models, operation steps, and results correspond to the materials confirmed by the product team. Animation illustrations must not be mistaken for live-action results; unreleased prototype footage should not be packaged as ready-to-use features. Effect commitments without agreement or basis should be returned for copywriting confirmation.

When you find that "the overall pacing is not to your liking" during this pass, first compare it against the confirmed script and references, and write down the specific paragraphs and reasons. Personal preferences that conflict with agreed-upon specifications need to be recorded separately.

Pass 2: Pinpoint Issues to Shots and Timestamps

The following are editorial inspection suggestions; specific passing conditions should be written into the project scope in advance and do not universally apply as technical standards for all videos.

Avoid simply writing "too much of an AI feel." For example, change it to: "demo_v03.mp4 at 00:12–00:14, the cup handle disappears when the finger touches the rim, which is inconsistent with the confirmed product image." The production team can use this to locate the issue and re-inspect the exact spot after revision.

For contents with new styles or high continuity requirements, you can first negotiate a limited-scope trial production and acceptance before deciding on the subsequent production scope. VQOS's Scope of Services outlines the boundaries that need to be confirmed before trial production; passing the trial does not mean all shots or publishing platform reviews will pass.

Pass 3: Open Final Delivery Files One by One

"Having received a link" and "having received all deliverables" are two different things. Check the main video, cuts, aspect ratios, languages, and subtitle files against the order, rather than just clicking open the default playback version.

You can copy and use the handover checklist below:

Check each file individually to see if it can be downloaded and played normally, view file information such as resolution, and confirm that the preview link and final file are indeed the same version. When project files are required, check whether they can be opened and whether linked materials are missing according to the agreement; if the order does not include project files, you cannot assume they should also be delivered simply because you received the final cut.

The scope of final cuts, project files, and third-party materials should be confirmed separately. After obtaining the license files, you should also check what materials they correspond to and what uses are permitted; the mere existence of a file does not mean all modes of use are authorized. VQOS's Handover and Responsibility Statement lists these scope confirmation items.

Provide Feedback and Re-inspect Using the Same Issue Record

Below is a fictional fill-in example, not a real client case. DEMO is merely an example number, and dates are left for actual project entry.

Feedback should also include the recording date, project leader, and agreed response schedule. After receiving the new version, use the same issue numbers to re-inspect item by item; play back fully when necessary to check whether corrections affect adjacent shots or other aspect ratios. Keep old versions and feedback records to avoid ending confirmation based solely on a message saying "it has been fixed."

Handle Out-of-Spec Items and New Creative Requests Separately

If agreed models, subtitles, or aspect ratios are made incorrectly, first request corrections based on out-of-spec items; if you wish to change products, add English voiceover, or redesign the entire creative concept after the first version, first confirm the added work, price, and schedule. VQOS's scope description specifies: corrections for out-of-spec items cannot incur extra charges simply because revision rounds are exhausted, see Modification and Acceptance Agreement.

Upon final confirmation, clearly write down which versions have passed and which matters are still pending. If entering the issue handling process, you can view the VQOS Project Responsibility and Feedback Statement. If you are still selecting a production plan, first view the Video Production Services, and incorporate the relevant items from this checklist into your requirements and quotation scope in advance.