What is a press release quote approval?
Customer and partner quotes make an announcement credible, and they are the part most likely to cause trouble later: a quote that was tweaked after approval, a logo used without permission, an announcement that leaked early, or a partner whose legal team never saw it. A press release quote approval records exactly what was agreed.
This template captures the announcement, the planned release date and any embargo time, and the approver's organisation and relationship to you — customer, partner, supplier, investor or client. It sets out the quote exactly as it will appear and the attribution line. The company may only fix typos or drop whole sentences without changing the meaning, and will not present the quote as endorsing anything else. You choose name only or name and logo, with any logo guidelines; the approver's organisation keeps its trademarks. It lists where the quote may appear and whether it can be reused afterwards. Both sides keep the announcement confidential until release, and the approval must be reconfirmed if the date moves more than 30 days. The approver confirms the quote is honest and they are authorised to approve it, and can withdraw before release or stop further use afterwards.
- Best for
- Partnership, customer-win, funding and product launch announcements
- Signed by
- The person approving (for their organisation) and your company
- Key choices
- Name only or name and logo, where it appears, reuse after release, embargo
- Length
- 2 pages
When to Use a press release quote approval
- Announcing a new enterprise customer with a quote from their executive
- A joint press release with a technology or distribution partner
- A funding announcement quoting the lead investor
- A product launch featuring a pilot customer's results
- Reusing an approved quote on the website and in sales decks
What You Fill In
13 blanks, then the name and email of each person who signs: approver, company.
1 The announcement
- Company issuing the release*
- Press release headline or topic*
- Planned release date*
- Embargo time
2 The approver
- Approver's full name*
- Approver's organisation*
- The organisation is the Company's* customer · partner · supplier · investor · client
3 The quote
- The quote, exactly as it will appear*
- Attribution line*
4 Use
- Name and logo use* name only · name and logo
- Logo guidelines
- Where the quote may appear*
- Reuse after the announcement* may be used only in connection with this announcement · may be reused in the Company's marketing for 12 months after the release date · may be reused in the Company's marketing until the Approver withdraws permission
5 Who signs
- Approver signature and date, job title · The person quoted, or someone authorised to approve for their organisation.
- Company signature and date, job title · The company issuing the press release.
What the press release quote approval Covers
- The approved quote
- Name and logo
- Where it may appear
- Timing and confidentiality
- The Approver's confirmation
- Withdrawing approval
Using the press release quote approval, step by step
1 Describe the announcement
Give the headline or topic, the planned release date and, if there is one, the embargo time. Both parties keep it confidential until then.
2 Paste the exact quote and attribution
Paste the quote exactly as it will be published, and the attribution line — name, job title and organisation. This is what the approver is signing, so don't send a draft.
3 Choose name and logo use
Pick name only, or name and logo with any logo guidelines. The logo must be used as supplied, without changes.
4 Set where and how long
List the channels — the release and newswire, your newsroom, social posts, journalist briefings — and choose whether the quote can be reused after the announcement, for 12 months, or until withdrawn.
5 Send to the approver
The approver signs with their job title, and so do you. The signed approval is filed in Files with the release.
Tips Before You Send It
- Many large companies need their communications or legal team to approve quotes. Ask early who the right signer is.
- Share the full draft release with the approver, not just the quote, so they see its context.
- Get the logo files from the partner's brand team rather than their website.
- If the release is delayed by more than 30 days or changes significantly, the template requires you to reconfirm the approval — build that into your timeline.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Press release quote approval: frequently asked questions
Can we edit the quote after it is approved?
Only to fix obvious typing errors or leave out whole sentences without changing the meaning. Any other change, or a new quote, needs the approver's written approval first.
Can we reuse the quote on our website later?
Only if you chose a reuse option. You can limit it to this announcement, allow reuse in marketing for 12 months, or allow reuse until the approver withdraws permission.
What if the approver changes their mind?
Before release, they can withdraw and the quote and name are removed. After release, they can ask you to stop further use; you stop new uses and remove it from your own website and social media within a reasonable time, but coverage already published by others cannot be recalled.
Is an electronic signature enough?
Generally yes. Electronic signatures are valid for ordinary business approvals like this in the US (ESIGN and UETA), the UK, the EU (eIDAS) and Canada. VergeHR records who signed and when.