Retailer approval pack template for a product launch

A retailer approval pack brings the commercial scope, Shopper Experience, physical installation, data handling and support plan into one reviewable submission. Confirm the Retailer’s reviewers and requirements before production. Use this template to record the actual proposal and evidence, rather than assuming a standard approval route or promising a fixed turnaround.

Agree the reviewers and dates

The Retailer may involve category buying, visual merchandising, store operations, digital, retail media, security or privacy teams according to the proposal. Confirm who must review each area and who gives final approval. A self-contained connection does not automatically remove those reviews.

On the Brand side, assign an accountable lead and gather inputs from Product specialists, the agency, fixture company, Integrator and Experience provider. Set submission dates against actual production and installation dependencies.

Copy this approval-pack structure

| Section | Fields to complete | Evidence to attach | | --- | --- | --- | | Launch summary | Objective, Shopper task, dates, markets and accountable lead | Agreed commercial brief | | Product and store scope | Local model codes, range by store or cohort, online-only items | Range and location register | | Experience | Entry prompt, modules, recommendation rules, access needs and next steps | Working preview and screen flow | | Destination map | Product, Retailer, exact URL, pre-launch state and owner | Tested URL register | | Physical installation | Carrier or Device, dimensions, mounting, power and materials | Drawings and relevant technical documentation | | Connectivity and security | Actual network design, endpoints, responsibilities and updates | Technical configuration reviewed by responsible teams | | Data handling | Data collected, purposes, retention, roles and required choices | Approved implementation-specific description | | Operations | Installation, verification, support, replacement and removal | Named contacts and agreed service arrangements | | Reporting | Supported metrics, definitions, period and recipients | Sample scorecard with definitions | | Approval record | Reviewer, decision, conditions and date | Versioned sign-off log |

Complete every relevant field and mark genuinely inapplicable sections explicitly. Keep the pack’s version aligned with the build and artwork under review.

Use this destination mapping sheet

| Product and retailer code | Store or cohort scope | Opening module | Approved next action | Exact destination | Verified by and date | | --- | --- | --- | --- | --- | --- | | Enter identifiers | Enter scope | Enter module | State action | Enter URL or colleague prompt | Record check |

Show which Products are ranged, physically stocked or available only through another approved Retailer channel. Do not claim live stock integration if the journey only links to a stock checker. Agree treatment of shared packaging, support links and post-purchase information separately from shelf POS.

Describe the actual technical and data design

Document what is deployed rather than using blanket claims such as “zero personal data”, “no cookies” or “no IT approval required”. Have the responsible team approve the description of identifiers, data flows, retention and any information or choices required in the Experience.

For hardware, include relevant installation and conformity documentation for the proposed equipment and market. Confirm power, access, network and support arrangements with the Retailer and delivery Partner. Do not substitute a generic certificate list for a review of the actual installation.

Record conditions and changes

| Item | Reviewer | Decision or condition | Version | Due date and owner | | --- | --- | --- | --- | --- | | Enter review area | Enter role | Record approval, revision or open condition | Enter version | Assign follow-up |

If the range, carrier, destination or data design changes after approval, identify which reviews must be revisited. Test the approved build on the actual Touchpoints before dispatch and verify installation afterwards.

Submission checklist

• Named reviewers and approval dates confirmed
• Product scope, physical proposal and preview agree
• Destinations and exception states tested
• Technical and data descriptions approved for this configuration
• Support, maintenance and reporting responsibilities assigned
• Conditions recorded against the correct version

Make the proposed Experience reviewable

MyPlayer can help scope the Experience and its delivery requirements with your retail and integration Partners. Bring the Retailer’s actual submission requirements when planning the work. Discuss your retailer approval requirements.